Administrative Assistant for Miami Estate

The Assistant Company has been retained by a high-profile Miami Executive to find a RELIABLE full-time administrative assistant to work out of the home office of their Miami estate. The successful applicant would be reporting to the current senior administrative assistant and household manager. Fully Covid vaccinated a must! Starting salary$35 per hour plus OT. NO PHONE CALLS PLEASE.  PLEASE NOTE THIS IS A TEMP TO PERM POSITION

• MUST SPEAK SPANISH
• MUST BE ABLE TO COMMUTE TO MIAMI ESTATE DAILY
• MUST LIVE WITHIN 30 - 45 MINUTES OF THE ESTATE (Zip code: 33141)
• MUST BE ABLE TO START ASAP
• MUST BE ABLE TO WORK WEEKENDS
• MUST BE EXTREMELY FAMILIAR WITH EXCEL
• MUST HAVE BOOKKEEPING EXPERIENCE: CREDIT CARD RECONCILIATION, EXPENSE REPORTS, ETC.

Position Summary:

Performs administrative and support functions for the Miami administrative team and the Director of Property Operations.

Essential Duties and Responsibilities:

• Manages the office effectively and efficiently
• Maintains order and organization within the office and tasks that are being assigned
• Keeps errands and drivers’ tasks organized to ensure efficient operations
• Inspects security logs and reports shortcomings or issues to Director of Property Operations
• Helps oversee property and property staff and reports issues to the Director of Property Operations
• Drafts reports/correspondence for the Director of Property Operations including project updates, staff inquires, action items needing attention
• Enforces directives in the absence of the Director of Property Operations
• Records messages, completes logs, and notifies appropriate parties
• Prepares and ensures outgoing packages, and notifies appropriate parties of outgoing packages
• Indicates updated status of incoming packages and notifies appropriate parties
• Secures credit card, assigns to proper parties, and maintains receipts
• Ensures sign-in procedures are followed
• Updates calendar according to itineraries, and notifies appropriate personnel
• Oversees logs and checklists for houses, mileage, phone calls, housekeeping, maintenance, landscaping, and office activities.
• Ensures required logs are maintained, and copies and files document to maintain accurate recordkeeping
• Performs general housekeeping duties in the Office area
• Complies with company policies and procedures
• Performs other duties as needed

Education and Experience:

• High school diploma or equivalent
• Three years of experience in office administration
• Or combination of equivalent experience, education, and training

Skills:

• Proficient use of MS Office Products and Apple Devices
• Experience using Quicken application
• English speaking, writing, and reading comprehension; active listening; organization; coordination; and attention to detail

Working Conditions and Environment:

• Intermittently lift, carry, push, and pull up to 30 pounds
• Frequently see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers
• Occasionally talk and hear
• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs and ladders, operate foot and hand controls, squeeze, and reach above shoulders
• Exposure to electrical equipment, low to medium noise levels, and indoor and outdoor temperatures of heat and cold
• Frequent use of computer
• Long or odd hours, as needed