Job Description
This position will report to the CEO and CFO of a Real estate development company based in Aventura. The ideal candidate needs to stay ahead of the CEO, tracking all the administrative and clerical details, and clearing the path for him to make the most impact on the business. They need to be an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
As the office manager, this candidate should reflect excellent organizational skills and have a personable disposition. This position requires a person who can handle any situation that could arise. Furthermore, reliability and strong communication are imperative to support all the company operations. The effectiveness of this position plays a critical role in our organizational efficiency and ability to grow.
OFFICE MANAGER RELATED (50%)
- Organize office operations and procedures
- Manage relationships with clients, vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
- Order office supplies, maintain and keep kitchen area stocked
- Maintain and process office invoices and various tracking files
- Interact with investors, vendors, management, and guests
- Coordinate with building and contractors
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Ensure filing systems are maintained and current
- Provide direct administrative support as needed, including, meetings, events, filing systems, vendors, etc.
- Manage all aspects of the office’s space/infrastructure, and planning
- Assist in various HR functions
- Coordinate and distribute organizational announcements
- Ad hoc initiated projects
EXECUTIVE / PERSONAL ASSISTANT WORK (50%)
- Manage CEO’s schedules, calendars and appointments
- Book travel & organize events
- Maintain and file personal data and expenses
- Ensure security, integrity, and confidentiality of data
- When traveling, oversee the CEO’s household, including staff such as housekeepers and contractors
- Run errands
SKILLS/EXPERIENCE REQUIRED
- 3+ years of experience in administrative type work
- 3+ years previous experience as a personal assistant
- Proficient in Microsoft Outlook, Excel, Word, and PowerPoint
- Knowledge of QuickBooks preferred
- A “can-do” attitude – ability to quickly understand a problem, research and resolve it
- Ability to work under time pressure and constant multi-tasking, strong attention to detail and very organized
- A personality that enjoys negotiating with vendors, contractors, etc. to find the best possible/cost effective solution
- Ability to think ahead and resolve issues and plan for contingencies BEFORE they happen
- Capable of quickly executing given tasks without further prodding
Benefits:
- 401(k)
- 401(k) matching
- Paid Dental insurance
- Flexible spending account
- Paid Health insurance
- Paid time off
Schedule: