Office Coordinator & Executive Assistant

Pretium Enterprise Services, India•Miami, FL

20d•Hybrid

About The Position

We are seeking an experienced, organized, professional Office Coordinator/Executive Assistant to support the day-to-day office operations while also supporting multiple senior executives based in our Miami, Florida office.

Requirements

Minimum of five years of relevant office coordination and/or executive support experience.
Knowledge of office coordination best practices, systems, and procedures.
Excellent time management skills and ability to multi-task and prioritize work.
A proactive orientation, with strong attention to detail, organizational and planning skills.
Ability to occasionally work outside standard business hours (e.g., early mornings, evenings, or urgent requests).
Capability to partner with an existing administrative team in a collaborative, effective manner.
Maintain a high-level of responsiveness.
Strong oral and written communication skills; exceptional phone etiquette and strong writing skills.

Responsibilities

Carry out day-to-day maintenance and upkeep of office areas, equipment, layout, and tidiness of the physical workspace.
Act as the on-the-ground point of contact for building management for facilities and maintenance-related matters.
Support the enterprise Facilities team by coordinating with vendors, tracking service schedules, and helping maintain vendor relationships.
Follow and help reinforce office policies and procedures to support smooth, compliant day-to-day operations.
Handle purchasing of office supplies, furniture, equipment, and gifts in line with company purchasing policies and budget guidelines.
Keep the office pantry stocked and running, including coffee machines, beverages, food orders, and appliances.
Maintain the internal seating plan and coordinate workstation and office moves as needed.
Help plan and execute office social events and occasional team-building activities.
Coordinate catering logistics for meetings and events.
Welcome and assist visitors and guests upon arrival; seat meetings.
Handle incoming and outgoing mail and packages (USPS, FedEx, etc.).
Partner with the Human Capital team to support onboarding logistics for Miami-based new hires.
Provide executive and administrative support for multiple senior colleagues in the Miami office, as well as visitors from other offices as needed.
Proactively manage dynamic and complex calendars, including scheduling meetings and organizing related logistics, with a view to maximize executives’ efficiency and prioritize appropriately.
Prepare, produce, and print necessary materials, including making copies of presentation decks or binders, ahead of scheduled meetings.
Assist with arranging complex domestic and international travel.
Manage clients and other guest visits in the Miami office.
Coordinate dining reservations, ticket purchases, etc. for executives.
Function as a point of contact and gatekeeper for executives, representing them and the organization professionally.
Process monthly expense reports via Concur.
As a member of the administrative team, collaborate with colleagues to provide general Miami office support as needed, which will include providing backup support to other executives (including the CEO/Office of the CEO at times) when administrative team members are out of the office, ordering meals as needed, dropping packages at FedEx or UPS, etc.
Maintain the highest standard of ethics and strict confidentiality in all aspects of the position.