Title: Administrative Assistant
Location: Miami, FL (Onsite)
Duration: Contract to Hire
Conpensation: Market Rate
Work Requirements: US Citizen, GC Holders or Authorized to Work in the U.S.
Administrative Assistant
Position Overview:
We are seeking a highly organized, proactive, and professional Administrative Assistant to provide comprehensive support to our Program Manager and CFO/COO. The ideal candidate will be a self-starter who can anticipate the executive's needs, manage complex schedules, coordinate meetings, and handle sensitive information with discretion. This is a dynamic role that requires strong multitasking abilities, excellent communication skills, and a deep commitment to ensuring the smooth operation of the executive's day-to-day activities.
Key Responsibilities:
- Calendar and Schedule Management:
- Manage and maintain the executive's calendar, ensuring effective time management and prioritization.
- Schedule meetings, appointments, and travel arrangements, making adjustments as necessary.
- Ensure that the executive is prepared for meetings by providing relevant materials and information in advance.
- Communication and Correspondence:
- Act as the first point of contact for internal and external communications.
- Handle incoming emails, calls, and other communications, directing them appropriately or responding on behalf of the executive.
- Draft and proofread correspondence, reports, and presentations for the executive.
- Meeting Coordination and Support:
- Schedule, coordinate, and organize meetings, including arranging logistics, preparing agendas, and ensuring necessary documents are provided.
- Take and distribute meeting minutes, following up on action items as required.
- Travel and Logistics Management:
- Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
- Ensure that all travel plans are efficiently organized, and any changes are promptly communicated to relevant stakeholders.
- Document and File Management:
- Organize, file, and maintain digital and physical documents.
- Prepare reports, presentations, and materials for meetings or conferences.
- Maintain an organized filing system for easy retrieval of documents.
- Project and Task Management:
- Assist in the management of key projects, ensuring deadlines are met and all project deliverables are completed on time.
- Support the executive with ongoing tasks and special projects as needed.
- Financial Support:
- Manage expense reports, reconcile receipts, and assist in budget tracking.
- Process invoices, reimbursements, and other financial transactions as directed.
- Relationship Management:
- Build and maintain relationships with key stakeholders, both internal and external.
- Represent the executive in meetings, communications, and external engagements when necessary.
- Confidentiality and Discretion:
- Handle confidential and sensitive information with the highest level of discretion and professionalism.
- Maintain a high degree of integrity and professionalism in all interactions.
- Problem Solving and Prioritization:
- Identify issues and provide solutions in a timely manner, ensuring the executive's focus remains on high-priority matters.
- Manage competing demands, balancing the executive's needs with organizational goals.
Required Skills & Qualifications:
- Bachelor's degree or equivalent experience preferred.
- Proven experience (3+ years) as an Administrative Assistant or in a similar administrative role.
- Exceptional organizational and time-management skills, with the ability to handle multiple priorities simultaneously.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Knowledge of project management tools (e.g., Asana, Trello, or similar) a plus.
- Ability to work independently and anticipate the needs of the executive.
- Demonstrated ability to maintain confidentiality and handle sensitive matters.
- A high level of professionalism and attention to detail.
Preferred Skills & Qualifications:
- Experience working in a fast-paced or high-level corporate environment.
- Familiarity with financial reporting and budgeting.
- Previous experience supporting C-suite executives.
Our benefits package includes:
- Comprehensive medical benefits
- Competitive pay
- 401(k) retirement plan
- ...and much more!
About INSPYR Solutions
Technology is our focus and quality is our commitment. As a national expert in delivering flexible technology and talent solutions, we strategically align industry and technical expertise with our clients' business objectives and cultural needs. Our solutions are tailored to each client and include a wide variety of professional services, project, and talent solutions. By always striving for excellence and focusing on the human aspect of our business, we work seamlessly with our talent and clients to match the right solutions to the right opportunities. Learn more about us at inspyrsolutions.com.
INSPYR Solutions provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, INSPYR Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities
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