Executive Administrative Assistant

Dept.of Off Street Parking•Miami, FL

21h

About The Position

The Executive Administrative Assistant – Operations provides high-level administrative and operational support to the Chief Operating Officer (COO) and Operations staff, while also supporting Planning & Development and Procurement functions. This position plays a central role in coordinating operational activities, managing documentation, supporting projects, and serving as a liaison among internal departments and external stakeholders. The role requires strong organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a dynamic environment.

Requirements

Knowledge of administrative, accounting, purchasing, and procurement procedures.
Proven experience providing executive or senior-level administrative support.
Strong understanding of office management systems and operational workflows.
Proficiency in Microsoft Office and related office and collaboration tools.
Excellent verbal and written communication skills.
Strong organizational, planning, and time-management abilities.
Ability to manage multiple priorities, work independently, and exercise sound judgment.
High level of professionalism, discretion, and confidentiality.
Familiarity with modern office technology and applications.
Ability to take and transcribe dictation accurately.
High school diploma or equivalent required; two years of college preferred.
Two to four years of progressively responsible administrative or executive support experience.

Responsibilities

Provide executive-level administrative support to the COO and Operations leadership, with additional support to Planning & Development and Procurement as needed and provide backup support for CEO and Sr. Executive Advisor to CEO as necessary.
Coordinate and manage operational records, files, contracts, plans, surveys, proposals, and project documentation.
Serve as a liaison between Operations, Planning & Development, City departments, vendors, consultants, developers, property owners, and the public.
Submit, track, and follow up on permits, plans, warrants, and operational or development-related documentation.
Process invoices, reimbursements, direct purchase orders (DPOs), and other financial or procurement-related documents, including monthly pCard reconciliations.
Prepare agendas, meeting materials, minutes, correspondence, reports, and memoranda for operational and development-related meetings.
Manage calendars, schedule meetings, coordinate logistics, and arrange travel for the COO and Operations leadership.
Receive, review, and route incoming correspondence; respond to routine inquiries and requests for information.
Conduct research and compile information in support of operational initiatives, development activities, and special projects.
Draft and edit letters, summaries, reports, and assist in the development of presentations for executive and operational use.
Track operational and development projects; follow up with senior staff to ensure timely completion of action items.
Track and manage the fleet services contract
Manage electronic and physical filing systems to ensure accurate, secure, and accessible records.
Perform data entry for contract management software, including creation of contract and Certificate of Insurance files, track and assist with coordination and follow-up of due dates and deliverables with stakeholders, management staff, and outside parties.
Monitor contracts, compliance documents, and required materials for operational and development projects.
Assist with real estate and property records research.
Provide operational and planning-related information to internal stakeholders and the public, as appropriate.
Schedule, prepare for, attend, and document bid openings, assist in evaluation committee meetings, and operational procurement activities.
Support Procurement by researching vendors, maintaining vendor and bid records, and organizing bid submissions.
Receive, log, date-stamp, and organize bid responses and quotations for review.
Assist with permitting, project coordination, and basic project management tasks as assigned.
Provide receptionist and front-office support as needed.