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FAENA · 1 month ago

Corporate Administrative Assistant

Miami Beach, FL

Full-time

Onsite

New Grad, Entry Level

FAENA is a luxury hospitality company that emphasizes culture, art, and community. They are seeking a Corporate Administrative Assistant to provide administrative and operational support to their corporate team, ensuring effective communication and coordination across various functions and hotels.

EventsHospitalityHotelProperty DevelopmentReal EstateResorts

Growth Opportunities

Responsibilities

Coordinate executive calendars and schedules

Manage travel arrangements, including flights, accommodations, itineraries, and ticketing

Handle expense reporting, reconciliation, and management of corporate credit cards

Support executive workshops and meetings with developers, including preparing agendas, taking meeting minutes, and following up on action items

Serve as the central point of contact between Faena Hotels corporate office and hotel teams worldwide

Facilitate communication and coordination across global project offices, partner developers, and internal stakeholders

Ensure timely distribution of information, documentation, and updates across international teams

Manage and maintain all shared drives, ensuring proper structure, accessibility, and data integrity

Organize and maintain project notes, minutes, documentation, and archives

Track, manage, and update corporate-level programs, databases, and planning documents

Assist in packaging, receiving, shipping, and invoicing of OS&E materials

Serve as the liaison between vendors, buyers, and internal teams to ensure timely coordination and delivery of items

Coordinate with IT to ensure technology, software, and office systems run smoothly

Manage office supplies inventory, procurement, and replenishment

Coordinate catering for meetings or company events as needed

Submit and monitor work orders for repairs and maintenance issues

Manage procurement, maintenance, and repairs of office equipment

Assist with tracking vacation schedules for designated corporate teams

Assist with document review and preparation for corporate and field operations

Manage scheduling and communication between Corporate Operations and Field Operations teams

Create and maintain spreadsheets, tracking tools, and data logs

Prepare presentation decks, reports, and supporting materials for senior leadership

Provide administrative and logistical support for Faena Arts initiatives, including Art Basel and special projects

Qualification

Microsoft Office SuiteOrganizational skillsCommunication skillsNotary Public certificationExperience in luxury hospitalityMultitaskingProfessionalismAttention to detail