Executive Assistant / Receptionist (On-Site)

DOCTORS HEALTHCARE PLANS, INC.•Coral Gables, FL

1d•Onsite

About The Position

The Executive Assistant / Receptionist is responsible for performing clerical tasks within an office setting to support daily operations, as well as provide high-level administrative support to senior executives, handling a wide range of tasks with discretion and professionalism.

Requirements

2-3 years of relevant administrative or executive-support experience required
Excellent written and verbal communication skills (bilingual English/Spanish required)
Strong interpersonal skills with the ability to work effectively with employees, executives, members, providers, and visitors
Professional attitude, appearance, and demeanor
Exceptional organizational and time management skills with the ability to prioritize multiple tasks in a fast-paced environment
Demonstrated reliability, dependability, and punctuality with a strong commitment to maintaining consistent office coverage
Flexible and adaptable, with the ability to respond to changing priorities and provide support to the Executive Team and office operations as needed
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new software applications
Strong attention to detail with the ability to work independently while managing competing deadlines
Positive, customer service-oriented mindset with a willingness to take initiative and assist wherever needed

Responsibilities

Serve as the administrative hub of the corporate office by ensuring efficient front office operations while providing exceptional administrative support to executive leadership and Human Resources.
Serve as the first point of contact for visitors, members, providers, vendors, and callers, creating a professional and welcoming experience.
Answer, screen, and direct incoming phone calls in a courteous and professional manner.
Greet visitors upon arrival, announce them appropriately, and ensure all guests follow office security procedures.
Maintain office security by managing visitor access, issuing visitor badges, and maintaining visitor logs.
Review returned member mail, document address updates in the appropriate operating system, and coordinate redelivery to the correct address.
Order, stock, and maintain office, kitchen, and conference room supplies; monitor inventory levels and coordinate vendor orders.
Ensure the reception area, conference rooms, and common office spaces remain organized, clean, and presentation-ready throughout the day.
Coordinate conference room scheduling and assist with meeting setup, including audiovisual equipment, refreshments, and room preparation.
Effectively communicate with building property management and landlord to resolve issues within the office, including accessibility and parking matters.
Provide high-level administrative support to the CEO and the Executive Team, including preparing correspondence, reports, presentations, and other business documents.
Manage calendars for assigned executives by scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
Assist with business travel arrangements, meeting logistics, and expense reporting for executive leadership, as assigned.
Handle sensitive and confidential information with professionalism, discretion, and sound judgment.
Assist Human Resources with event coordination, and other administrative projects as needed.
Support HR team with coordinating office events, meetings, and employee engagement activities, including ordering catering and preparing meeting materials.
Demonstrate flexibility by providing administrative and operational support across departments based on organizational priorities and business needs.
Identify opportunities to improve administrative processes and recommend solutions that increase efficiency and enhance the employee and visitor experience.
Perform other duties and special projects as assigned by Human Resources, the CEO, or the Executive Team.