administrative assistant top level management

administrative assistant

administrative assistant top level management Jobs in Miami

administrative assistant, executive Jobs in Miami

administrative assistant, executive

bookkeeper / executive assistant Jobs in Miami

bookkeeper / executive assistant

executive administrator

executive assistant

Cesar Benarroche MD PA

Job Overview We are seeking a dynamic and detail-oriented Bookkeeper and Executive Assistant to join our team! This dual-role position offers an exciting opportunity to manage essential financial processes while providing high-level administrative and executive support. Your energetic approach and meticulous attention to detail will help drive our organization&rsquo;s success and efficiency.Duties<ul><li>Manage day-to-day bookkeeping tasks using accounting software such as QuickBooks, including data entry, journal entries, and account reconciliations</li><li>Perform bank and credit cards reconciliations.</li><li>Prepare and review construction draws and cost trackings.</li><li>Purchase of Construction Finishes and materials</li><li>Communicate with Vendors and Subcontractors</li><li>Assist with budgeting activities.</li><li>Manage calendars, meetings, and scheduling.</li><li>Coordinate calls, including across multiple time zones</li><li>Assist with document preparation, contracts, and correspondence/</li><li>Organize and maintain project files and records.</li><li>Support day-to-day operational and personal needs.</li><li>Liaise with vendors, consultants, and internal teams.</li></ul>Qualifications<ul><li>Associate or Bachelor&rsquo;s degree required</li><li>Minimum 3 years of working experience</li><li>Strong proficiency in excel</li><li>Excellent organizational and multitasking skills</li><li>High attention to detail and accuracy</li><li>Strong communication skills (written and verbal).</li><li>Spanish Speaking is a plus</li><li>Ability to work independently in a remote environment</li><li>Experience in real estate or construction is a plus</li></ul>Work Environment<ul><li>90% remote role, based in South Florida</li><li>Must be available during Mountain Time working hours</li><li>Occasional in-person meetings may be required</li></ul>Pay: $48,000.00 - $54,000.00 per yearWork Location: Hybrid remote in Miami, FL 33138

Bookkeeper / Executive Assistant

Omega Security Service

Nation Security is a leading provider of comprehensive security solutions throughout Florida. We are seeking a highly skilled professional to serve as the central support hub for our executive office, working directly with our Chief Executive Officer (CEO).Position OverviewThis is a high-impact, fast-paced role ideal for a proactive, exceptionally organized professional. The Executive Administrative Assistant will act as the CEO&rsquo;s trusted partner, managing complex schedules, overseeing communications, and facilitating interactions with internal teams, clients, and franchise partners in both English and Spanish.Key ResponsibilitiesExecutive Calendar Oversight<ul><li>Strategically manage and streamline the CEO&rsquo;s busy calendar, coordinating meetings, site visits, and operational reviews across multiple Florida regions.</li></ul>Travel Coordination<ul><li>Arrange all aspects of domestic business travel, including flights, lodging, and transportation&mdash;ensuring timely and efficient itineraries for client and franchise visits.</li></ul>Bilingual Communications Support<ul><li>Serve as the primary communication link for the CEO. Prepare, manage, and draft professional correspondence, proposals, and internal communications in English and Spanish for clients, vendors, and executive staff.</li></ul>Meeting &amp; Presentation Preparation<ul><li>Develop thorough meeting agendas, briefing documents, and operational reports for executive sessions, internal team meetings, and external presentations.</li></ul>Administrative &amp; Financial Support<ul><li>Maintain daily administrative operations, including accurate expense reporting, invoice coordination, office management, and company event support.</li></ul>Confidential Information Management<ul><li>Handle sensitive information such as client contracts, personnel data, and financial materials with absolute professionalism and discretion.</li></ul>Qualifications<ul><li>Experience: Minimum of 3+ years in administrative support, including 1&ndash;2 years supporting a C-level executive (CEO, President, COO). Experience in security services, logistics, or a related field is preferred.</li><li>Language Skills: Bilingual proficiency in English and Spanish (verbal and written) is required.</li><li>Technical Skills: Advanced abilities in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).</li><li>Core Competencies: Highly resourceful, detail-focused, proactive, and able to anticipate needs while performing well under pressure.</li><li>Availability: Full-time, on-site presence at our Miami, FL headquarters is required.</li></ul>Nation Security, LLC is an Equal Opportunity Employer.Pay: $50,000.00 - $60,000.00 per yearBenefits:<ul><li>Employee assistance program</li><li>Employee discount</li><li>Flexible schedule</li><li>Tuition reimbursement</li></ul>Experience:<ul><li>Executive administrative support: 1 year (Required)</li></ul>Language:<ul><li>English (Required)</li><li>Spanish (Required)</li></ul>Work Location: In person

Executive Assistant to the CEO

Ascendo Resources

<div>
 
 Entrepenuer setting up his own Family Office in Miami is seeking a highly polished Executive / Personal Assistant.
 
 
 
 
 
 This is a trusted, high-exposure role requiring exceptional organization and discretion. If you are a candidate that is flexible with changing priorities and can work in a fluid environment where both business and personal priorities can change constantly I want to hear from you!
 
 
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Manage complex calendars, scheduling, and coordination across business and personal commitments
 </li>
 <li>
 Coordinate domestic and international travel, including detailed itineraries and logistics
 </li>
 <li>
 Serve as a primary point of contact for the Family Office, handling communications and prioritizing requests on behalf of the CEO
 </li>
 <li>
 Prepare materials, presentations, and correspondence as needed
 </li>
 <li>
 Liaise with internal teams, external partners, and vendors to ensure seamless execution of tasks and projects
 </li>
 <li>
 Handle confidential information with the highest level of discretion and professionalism
 </li>
 <li>
 Anticipate needs and proactively solve problems to ensure efficiency and continuity
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 5+ years of experience supporting a senior executive or high-net-worth individual, preferably within a Family Office environment
 </li>
 <li>
 Strong organizational and time management skills with the ability to manage multiple priorities
 </li>
 <li>
 Excellent communication skills, both written and verbal
 </li>
 <li>
 High level of discretion, professionalism, and emotional intelligence
 </li>
 <li>
 Proficiency in Microsoft Office and calendar management tools
 </li>
 <li>
 Comfortable working with AI as a part of your role
 </li>
 </ul>
 
 
 Must be based in Miami
 
 but this is a remote role
 
</div>

Executive Personal Assistant

Pocketbook Agency

<div>
 
 JRN #2479
 
 
 
 
 
 We are looking for a proactive and resourceful high-level Executive/ Personal Assistant to support a UHNW CEO with an office in Miami, FL. The ideal candidate is a trusted right-hand professional with strong communication skills, a service-oriented mindset, and the ability to seamlessly manage both high-level business matters and the personal needs of a private family lifestyle.
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Full management of business and personal calendars, including meetings, events, family occasions, school events, and holidays.
 </li>
 <li>
 End-to-end coordination of business and personal events, including industry events in NY and Miami, family celebrations, and children's events.
 </li>
 <li>
 All business and personal reservations, including restaurants, members' clubs, spas, and family weekend and holiday experiences.
 </li>
 <li>
 Screening and transferring calls, alerting the CEO of incoming callers, and prioritizing multiple concurrent calls.
 </li>
 <li>
 Managing children's schedules, school communications, extracurriculars, and tutors; coordinating with household staff; and proactively anticipating family needs.
 </li>
 <li>
 Partnering with house managers in Miami and the Hamptons to oversee bills, utilities, vendors, household projects, and real estate tax payments.
 </li>
 <li>
 Handling emergencies with urgency and discretion.
 </li>
 <li>
 Sourcing, scheduling, and overseeing household vendors and service providers, including contractors, cleaners, and landscapers.
 </li>
 <li>
 Booking all business and personal travel &mdash; flights, hotels, car services, and family activities and preparing detailed itineraries for the CEO and family.
 </li>
 <li>
 Coordinating vehicle maintenance, inspections, insurance payments, and documentation for the family fleet.
 </li>
 <li>
 Keeping all insurance policies current and paid.
 </li>
 <li>
 Assistance with managing renewals and broker communications.
 </li>
 <li>
 Coordinating all medical appointments, procedures, pharmacy needs, and follow-ups for the CEO and family.
 </li>
 <li>
 Managing gifting for all occasions and handling personal shopping, errands, and special requests for the CEO and family.
 </li>
 <li>
 Maintaining CRM records and supporting client communications on behalf of the CEO.
 </li>
 <li>
 Coordinating communications with financial advisors, banking institutions, and attorneys; assisting with document preparation as needed.
 </li>
 <li>
 Daily transaction reports for the day, week, and month, plus additional reports as requested.
 </li>
 <li>
 Other ad hoc responsibilities as they arise.
 </li>
 </ul>
 
 
 
 
 
 Requirements:
 
 
 <ul>
 <li>
 Must have at least 4+ years of experience in a similar position
 </li>
 <li>
 Highly organized, detail-oriented, and professional
 </li>
 <li>
 Must be tech-savvy
 </li>
 <li>
 Able to work independently and anticipate needs proactively
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Absolute discretion with confidential and personal family matters
 </li>
 <li>
 Must be flexible, adaptable, and high-energy with a positive attitude
 </li>
 </ul>
 
 
 
 
 
 Location:
 
 Miami, Florida (fully in-office). Standard business hours with some flexibility as needed.
 
 
 
 
 
 
 Compensation:
 
 Up to $150K all-in (including base and bonus), benefits package, PTO, and 401K with employer match.
 
 
 
 
 
 
 Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.
 
 
 
 
 Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.
 
 
 
 
</div>

Executive/Personal Assistant to CEO and Family

NewCo Capital Group

<div>
 
 
 Company Description
 
 
 
 NewCo Capital Group is a preferred Bridge-Capital provider specializing in Receivables Based Financing (RBF) products. The company is dedicated to fostering growth for small and medium-sized businesses (SMBs) by providing the necessary capital to help them expand. NewCo Capital Group has built a strong industry reputation for its expertise and commitment to supporting SMB growth.
 
 
 
 
 
 
 Job Summary:
 
 
 
 We are seeking a highly organized and proactive&nbsp;
 
 entry-level Administrative Assistant
 
 &nbsp;to provide direct support to the Executive Assistant to the CEO. The primary focus of this role is to assist the EA in managing day-to-day administrative tasks, scheduling, correspondence, and general office operations, ensuring the executive office runs smoothly and efficiently. This is an excellent opportunity for someone looking to gain experience in a fast-paced executive environment.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Provide dedicated administrative support to the Executive Assistant to the CEO.
 </li>
 <li>
 Draft and manage correspondence, emails, and follow-ups as directed by the EA.
 </li>
 <li>
 Maintain organized filing systems and records for easy access and retrieval.
 </li>
 <li>
 Support preparation of reports, presentations, and other materials requested by the EA.
 </li>
 <li>
 Assist with travel arrangements, event planning, and meeting logistics.
 </li>
 <li>
 Run office related errands when necessary.
 </li>
 <li>
 Perform additional administrative tasks as assigned to support the EA and executive office.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Entry-level position; prior administrative experience is helpful but not required.
 </li>
 <li>
 Strong organizational and time-management skills.
 </li>
 <li>
 Excellent verbal and written communication skills.
 </li>
 <li>
 Proficiency with&nbsp;
 
 Google Workspace (Gmail, Docs, Sheets, Calendar, Drive)
 
 &nbsp;and&nbsp;
 
 Microsoft Excel
 
 , as well as other Microsoft Office applications.
 </li>
 <li>
 Ability to maintain confidentiality and exercise discretion.
 </li>
 <li>
 Professional demeanor and strong interpersonal skills.
 </li>
 <li>
 Willingness to learn and take direction from the Executive Assistant to the CEO.
 </li>
 </ul>
 
 
 
 
 
 Preferred Qualifications:
 
 
 <ul>
 <li>
 Experience supporting executives (a plus, but not required).
 </li>
 <li>
 Familiarity with office management procedures.
 </li>
 </ul>
 
 
 
 
 Benefits:
 
 <ul>
 <li>
 Dental insurance
 </li>
 <li>
 Health insurance
 </li>
 <li>
 Paid time off
 </li>
 <li>
 Vision insurance
 </li>
 </ul>
 
 
 
 
 Schedule:
 
 <ul>
 <li>
 8 hour shift
 </li>
 </ul>
 
 
 
 
 Work Location: In person Miami Florida
 
</div>

Administrative Assistant (Entry-Level)

Galderma

<div>Galderma is the emerging pure-play dermatology category leader, present in approximately 90 countries. We deliver an innovative, science-based portfolio of premium flagship brands and services that span the full spectrum of the fast-growing dermatology market through Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology. Since our foundation in 1981, we have dedicated our focus and passion to the human body's largest organ - the skin - meeting individual consumer and patient needs with superior outcomes in partnership with healthcare professionals. Because we understand that the skin, we are in shapes our lives, we are advancing dermatology for every skin story. 
We look for people who focus on getting results, embrace learning and bring a positive energy. They must combine initiative with a sense of teamwork and collaboration. Above all, they must be passionate about doing something meaningful for consumers, patients, and the healthcare professionals we serve every day. We aim to empower each employee and promote their personal growth while ensuring business needs are met now and into the future. Across our company, we embrace diversity and respect the dignity, privacy, and personal rights of every employee. 
At Galderma, we actively give our teams reasons to believe in our bold ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.
We are seeking a highly proactive Executive Assistant to partner with the General Manager (GM) of Alastin. This role goes beyond traditional administrative support&mdash;serving primarily as an administrative anchor to the Alastin GM with additional support such as executive schedules, team meetings, travel
 
coordination, and expenses of select Senior Leaders. This role will report directly to the GM of Alastin. 
 
Key Responsibilities 
Executive Partnership<ul><li>
Provide comprehensive executive administrative partnership to the GM, and 1 member of the US Senior Leadership team, with some additional support to members of the Alastin LT anticipating needs and enabling focus on key business priorities</li><li>
Manage a highly dynamic calendar of General Manager and other leadership coordination (across time zones and in partnership with other Executive Assistants). Be able to prioritize and triangulate competing priorities</li><li>
Prepare the GM for key engagements with clear briefs, agendas, priorities, and follow-ups on action items</li><li>
Support with organizing/consolidating PowerPoint decks and communications
</li><li>Ability to manage and navigate high level executive dynamics, collaboration and coordination with some travel required</li></ul>
Business Operations &amp; Rhythm<ul><li>
Manage and execute the Alastin operating cadence such as leadership meetings, planning cycles, business reviews</li><li>
Drive agenda-setting, materials preparation, and ensuring technology is working to facilitate</li><li>
Maintain the Master Calendar and ensure alignment across functions with clear agenda, material preparation and outcomes</li></ul> 
Communication &amp; Leadership Enablement<ul><li>
Draft and coordinate communications including broader communications to salesforce, town halls, all-hands, and GM messaging for Outlook Materials and Pre-Reads
</li><li>Serve as a key liaison for Alastin extended leadership team that the GM can count on for professionalism and collaboration 
</li></ul> 
Execution &amp; Logistics Excellence<ul><li>
Lead end-to-end planning of meetings, events, and offsites (internal and external)</li><li>
Manage GM expenses and procurement/PO processes</li><li>
Ensure flawless execution of all operational and administrative processes</li></ul>
Culture &amp; Team Engagement<ul><li>
Support GM with engagement, recognition, and Galderma culture-building initiatives</li><li>
Seamlessly integrate and collaborate with the EAs across the organization
</li></ul>Qualifications<ul><li>
Bachelor&rsquo;s or associate&rsquo;s degree or equivalent experience in business administration, management, or a related field</li><li>
5+ years as an Executive Assistant, with at least 2 years in a senior or high-level support role
</li><li>Proficiency in Microsoft Office and expense programs (Outlook, Teams, Word, Excel, PowerPoint, Concur)</li><li>
Experience supporting executives and cross-functional stakeholder management
</li><li>Ability to work independently and as part of a team, with a proactive and flexible approach</li><li>
High degree of professionalism, discretion, and confidentiality</li><li>
Exceptional communication and stakeholder management skills</li><li>
Strong business acumen and ability to anticipate needs</li><li>
Demonstrate discipline, organization and positive &quot;can do&quot; attitude with growth mindset</li><li>
Available to work flexible hours as needed, including occasional travel
</li></ul>What We Offer in Return
You will be part of an organization that genuinely values and embraces diversity and inclusion. We believe that reflecting the diverse perspectives of our customers leads to stronger, more meaningful outcomes.
Next Steps<ul><li>
If your profile is a match, we will invite you for a first virtual conversation with the recruiter.</li><li>
The next step is a virtual conversation with the hiring manager</li><li>
The final step is a panel conversation with the extended team</li></ul>
About the Compensation:
The base salary range for this role is determined based on several factors. These include but are not limited to job accountabilities; skill sets; experience and training; certifications; work location; competitive market rates and other business needs. At Galderma, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on a unique combination of factors for each role. A reasonable estimate of the hiring range for this role is $95,000-$120,000.
In addition to base salary, we provide an opportunity to participate in an annual short-term incentive program that is based on corporate performance with a multiplier focused on individual performance. We offer a competitive and comprehensive benefits program including health insurance, 401(k) plan with employer match, a generous paid time off policy, hybrid work schedules and more.
Our people make a difference
At Galderma, you&rsquo;ll work alongside individuals who share your drive&mdash;as well as those with different perspectives that help us grow. We value the unique contributions of every team member. Our culture of professionalism, collaboration, and support creates an environment where people can truly thrive and excel.
Employer&rsquo;s Rights:
This job description does not list all the duties of the job. You may be asked by your supervisors or managers to perform other duties. You will be evaluated in part based on your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time. This job description is not an employment contract, and either you or the employer may terminate employment at any time, for any reason. In addition, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
Galderma is an equal opportunity employer dedicated to building an inclusive and diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, or any other characteristic protected by applicable law. Galderma is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment.</div>

Senior Administrative Assistant

Upshop

<div>
 
 
 About Upshop
 
 
 
 Upshop powers smarter store operations for retailers by combining data, AI, and execution workflows across fresh, center store, and inventory management. Our platform enables retailers to reduce waste, optimize inventory, and improve profitability at scale.
 
 
 
 
 
 Role Overview
 
 
 
 Upshop is seeking a highly effective
 
 Executive Assistant
 
 to support the CEO and oversee day-to-day operations of our Miami office.
 
 
 This role requires sound judgment, strong prioritization skills, and the ability to operate with discretion in a fast-paced environment. The Executive Assistant will serve as a key partner to the CEO&mdash;optimizing time, driving follow-through, and ensuring seamless coordination across internal and external stakeholders&mdash;while also maintaining a high-functioning office environment for a growing team.
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 Executive Support
 
 
 <ul>
 <li>
 Manage and prioritize the CEO&rsquo;s calendar, ensuring alignment with business priorities
 </li>
 <li>
 Coordinate travel, logistics, and meeting preparation
 </li>
 <li>
 Prepare materials for leadership, board, and external meetings
 </li>
 <li>
 Track and drive follow-up on key action items and initiatives
 </li>
 <li>
 Serve as a point of coordination across stakeholders while maintaining strict confidentiality
 </li>
 </ul>
 
 
 
 
 Office Operations
 
 
 <ul>
 <li>
 Oversee daily operations of the Miami office (~40 employees)
 </li>
 <li>
 Manage vendors, facilities, and office services
 </li>
 <li>
 Ensure a professional, efficient, and well-maintained work environment
 </li>
 <li>
 Coordinate onsite meetings, events, and leadership visits
 </li>
 <li>
 Support onboarding and in-office employee experience in partnership with HR
 </li>
 <li>
 Manage office-related budgets and expenses
 </li>
 </ul>
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 5+ years of experience supporting senior executives, preferably at the CEO level
 </li>
 <li>
 Strong organizational, prioritization, and problem-solving skills
 </li>
 <li>
 High level of professionalism, discretion, and attention to detail
 </li>
 <li>
 Ability to operate independently and manage multiple priorities
 </li>
 <li>
 Excellent communication and stakeholder management capabilities
 </li>
 </ul>
 
 
 
 
 Preferred Experience
 
 
 <ul>
 <li>
 Experience in a high-growth SaaS or technology environment
 </li>
 <li>
 Prior responsibility for office operations or workplace management
 </li>
 </ul>
 
 
 
 
 What Success Looks Like
 
 
 <ul>
 <li>
 CEO time is optimized and aligned to highest priorities
 </li>
 <li>
 Strong execution and follow-through across key initiatives
 </li>
 <li>
 Miami office operates efficiently with minimal disruption
 </li>
 <li>
 Employees and visitors experience a well-run, professional environment
 </li>
 </ul>
 
 
 
 
 Why Join Upshop
 
 
 <ul>
 <li>
 Direct exposure to executive leadership
 </li>
 <li>
 High-impact role with broad organizational visibility
 </li>
 <li>
 Opportunity to help shape a growing office and team
 </li>
 </ul>
</div>

Office Manager

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