Personal Assistant Jobs in Miami, FL

About The Position

Requirements

• Bachelor’s degree or 4 years related experience.
• Experience supporting senior level management positions.
• Excellent writing, analytical and problem-solving skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office and Outlook.
• Knowledge of basic principles and practices of bookkeeping.
• Excellent communications skills, flexibility, enthusiasm, creativity and strong work ethic.
• Ability to handle highly sensitive and confidential information.
• Ability to work nights and weekends when required.
• Ability to multi-task and prioritize tasks.
• Punctual and always answers emails and calls within 24 hours.
• Automobile with applicable insurance (specific coverage limits required).

Responsibilities

• Oversee all aspects of general executive office coordination.
• Manage and maintain Chairman’s calendar.
• Schedule meetings and calls.
• Make travel arrangements for the Chairman.
• Provide telephone coverage for the Executive office.
• Open, sort, and distribute incoming correspondence.
• Perform general administrative duties to include, but not limited to, bookkeeping, copying, mailing and filing, ordering supplies etc.
• Maintain inventory of Chairman’s storage closet and personal storage unit.
• Assist in special events: Gala’s/Walks/Challenges and support team as needed.
• Responsible for managing the Chairman’s personal matters, doctor appointments, finances, children schedules, etc.
• Execute all email requests from staff from Chairman’s account (to include thank you’s for donations, for participation of events, solicitations for partnerships, donations, proposals, etc.)
• Manage Chairman’s dummy account and ensure any relative incoming emails are addressed
• Maintain Chairman’s contacts up to date and complete requisite data entry of contacts into Raisers Edge (database) for same purpose.
• Ensure grant applications and contracts are signed and executed in a timely manner
• Serve as a Relationship Manager to the Chairman and his family for all Best Buddies Challenges
• Property management of 3 homes: North Bay Road, 1 Atlantic Avenue, Palm Ave
• Work with Vendors and Contractors for existing services or potential new services
• Manage kids school calendars and activities and ensure it reflects in AKS calendar
• Ensure payment of personal matters and kids schools are done in a timely manner
• Ensure all insurance’s are in order (house, car, flood, boat, etc.)
• Make phone calls, answer phones, take messages.
• Review incoming bills, ensure their accuracy, have Chairman approve, code and issue payment for pending bills
• Make all necessary arrangements to have Cape house ready for Hyannis Port event and summer vacation
• Paperless Post event invite creation for one off events
• Bookkeeping.
• Accounts payable and receivables.
• Responsible for reconciliation of the corporate and personal credit card charges.

Benefits

• financial security
• health and wellness
• time off