Executive Assistant / Receptionist

WMX • Miami, FL

17h • Hybrid

About The Position

A fast-paced boutique advertising agency in the fun and exciting Midtown District of sunny Miami, Florida, is seeking an organized, polished, and proactive Executive Assistant / Receptionist. This role supports agency leadership, manages front-office operations, and ensures a professional and efficient experience for employees, clients, vendors, and visitors. The ideal candidate is highly organized, dependable, personable, and comfortable working in a fast-paced agency environment. This role requires strong communication skills, excellent attention to detail, sound judgment, and the ability to handle sensitive information with discretion. The Executive Assistant / Receptionist will balance executive administrative support with receptionist and office-coordination responsibilities.

Requirements

• Associate’s or bachelor’s degree in Business Administration, Communications, Hospitality, Office Management, or a related field preferred; equivalent professional experience will be considered.
• 3+ years of experience as an Executive Assistant, Administrative Assistant, Receptionist, Office Coordinator, or in a similar professional support role.
• Experience supporting senior executives and agency leadership in a fast-paced professional-services environment is preferred.
• Proficiency with Microsoft Office.
• Experience coordinating calendars, meetings, travel, office logistics, and multiple administrative priorities.
• Familiarity with expense reporting, invoice tracking, vendor coordination, or basic office financial administration is a plus.
• Legal status to work in the USA is a must-have.

Nice To Haves

• A good attitude and a desire to learn are always a plus.

Responsibilities

• Provide day-to-day administrative support to executive leadership, including calendar management, meeting coordination, travel arrangements, expense reporting, and preparation of documents and presentations.
• Manage executive calendars, schedule internal and external meetings, coordinate conference calls and video meetings, and help ensure leaders are prepared for daily priorities.
• Monitor, organize, and respond to or route incoming communications, requests, and follow-up items on behalf of executive leadership as appropriate.
• Greet clients, vendors, candidates, and other visitors; maintain a welcoming, professional, and organized front-office environment.
• Answer, screen, and route incoming phone calls and general inquiries in a friendly and professional manner.
• Coordinate meeting logistics, including conference-room scheduling, technology setup, catering, supplies, visitor access, and meeting materials.
• Draft, edit, proofread, format, and distribute correspondence, reports, agendas, meeting notes, presentations, and other business materials.
• Maintain organized digital and physical files, contact lists, office records, and confidential documents.
• Track action items, deadlines, and follow-ups; coordinate with internal teams and external partners to help ensure timely completion.
• Coordinate office supplies, deliveries, incoming and outgoing mail, vendor requests, and general office needs.
• Support employee onboarding, internal events, team meetings, company celebrations, and culture initiatives as needed.
• Assist with invoice, expense, purchase-order, and vendor-document organization as needed.
• Partner with internal departments to facilitate clear communication, maintain smooth office operations, and support agency-wide initiatives.
• Identify opportunities to improve administrative processes, office organization, and workflow efficiency.
• Handle confidential business, financial, and personnel-related information with a high degree of discretion.
• Perform other administrative, reception, and operational duties as assigned.

Benefits

• Medical, vision, dental, short-term disability, long-term disability, and basic life insurance monthly premiums are 100% paid for employee-only coverage.
• Family plans for children and spouses are available at competitive pricing.
• 15 PTO days annually that increase each year.
• Paid holidays.
• Birthdays off.
• Summer Fridays.
• Gym plan.
• Amazing company culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree