Senior Executive Assistant & Office Manager Coral Gables, FL
Cosentino•Coral Gables, FL
•$90,000•Onsite
About The Position
The Senior Executive Assistant is responsible for providing high-level administrative support to executive leadership while ensuring the efficient operation of the Coral Gbales, FL Headquarters office. This role serves as a trusted partner to the CEO and senior leaders, managing complex schedules, travel arrangements, executive communications, office operations, and corporate events.
Requirements
- Bachelor's degree or equivalent combination of education and experience.
- Minimum of 5 years of experience supporting senior executives, C-suite leaders, or executive leadership teams.
- Previous experience in Executive Assistant, Senior Executive Assistant, Office Manager, or related administrative roles.
- Experience managing complex calendars, executive travel, and corporate events.
- Experience supporting fast-paced, dynamic business environments.
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Executive-level professionalism and business acumen.
- Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, and Teams.
- Strong problem-solving and decision-making skills.
- Ability to work independently and exercise sound judgment.
- High attention to detail and follow-through.
- Ability to maintain confidentiality and handle sensitive information.
- Fully bilingual in English and Spanish.
Responsibilities
- Manage complex executive calendars, schedules, and meeting coordination.
- Prioritize scheduling conflicts and proactively adjust calendars to support business needs.
- Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and travel documentation.
- Prepare presentations, reports, meeting agendas, correspondence, and executive materials.
- Track and process executive expenses and reimbursements.
- Coordinate executive meetings, leadership visits, and corporate functions.
- Support confidential and sensitive business matters with the highest level of discretion.
- Assist with personal administrative matters for the CEO when required.
- Anticipate leadership needs and proactively address challenges before they arise.
- Serve as the primary point of contact for day-to-day office operations.
- Act as the liaison between the company and building management.
- Coordinate office maintenance requests and workplace-related services.
- Manage office inventory, supplies, and vendor relationships.
- Oversee mail, courier services, and package distribution.
- Coordinate visitor arrivals and provide a professional experience for guests and clients.
- Ensure office spaces remain organized, functional, and representative of the company's standards.
- Coordinate logistics for internal meetings, leadership gatherings, company events, and executive visits.
- Support employee engagement initiatives through event planning and execution.
- Organize office celebrations, team breakfasts, recognition activities, and cultural initiatives.
- Partner with cross-functional teams to deliver an exceptional workplace experience.
- Serve as a professional point of contact for executives, visitors, vendors, and external partners.
- Facilitate communication and collaboration across departments.
- Build strong relationships with internal and external stakeholders.
- Ensure timely follow-up and execution of administrative and operational priorities.
Benefits
- Medical, Dental, and Vision Insurance
- Short-term and Long-term Disability
- Basic Life and Supplemental Insurance
- 401(k) Retirement Plan
- Vacation time
- 5 days of sick time
- 2 floating holidays
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What This Job Offers
Job Type
Full-time
Career Level
Senior
