Miami Parking Authority · 1 day ago
Executive Administrative Assistant
Miami, FL, US
Full-time
Onsite
Entry, Mid Level
$52K/yr - $61K/yr
2+ years expMiami Parking Authority is seeking an Executive Administrative Assistant to provide high-level administrative and operational support to the Chief Operating Officer and Operations staff. The role involves coordinating operational activities, managing documentation, and serving as a liaison among internal departments and external stakeholders.
ParkingRailroadTransportation
Responsibilities
Provide executive-level administrative support to the COO and Operations leadership, with additional support to Planning & Development and Procurement as needed and provide backup support for CEO and Sr. Executive Advisor to CEO as necessary
Coordinate and manage operational records, files, contracts, plans, surveys, proposals, and project documentation
Serve as a liaison between Operations, Planning & Development, City departments, vendors, consultants, developers, property owners, and the public
Submit, track, and follow up on permits, plans, warrants, and operational or development-related documentation
Process invoices, reimbursements, direct purchase orders (DPOs), and other financial or procurement-related documents, including monthly pCard reconciliations
Prepare agendas, meeting materials, minutes, correspondence, reports, and memoranda for operational and development-related meetings
Manage calendars, schedule meetings, coordinate logistics, and arrange travel for the COO and Operations leadership
Receive, review, and route incoming correspondence; respond to routine inquiries and requests for information
Conduct research and compile information in support of operational initiatives, development activities, and special projects
Draft and edit letters, summaries, reports, and assist in the development of presentations for executive and operational use
Track operational and development projects; follow up with senior staff to ensure timely completion of action items
Track and manage the fleet services contract
Manage electronic and physical filing systems to ensure accurate, secure, and accessible records
Perform data entry for contract management software, including creation of contract and Certificate of Insurance files, track and assist with coordination and follow-up of due dates and deliverables with stakeholders, management staff, and outside parties
Monitor contracts, compliance documents, and required materials for operational and development projects
Assist with real estate and property records research
Provide operational and planning-related information to internal stakeholders and the public, as appropriate
Schedule, prepare for, attend, and document bid openings, assist in evaluation committee meetings, and operational procurement activities
Support Procurement by researching vendors, maintaining vendor and bid records, and organizing bid submissions
Receive, log, date-stamp, and organize bid responses and quotations for review
Assist with permitting, project coordination, and basic project management tasks as assigned
Provide receptionist and front-office support as needed
Qualification
Required
Knowledge of administrative, accounting, purchasing, and procurement procedures
Proven experience providing executive or senior-level administrative support
Strong understanding of office management systems and operational workflows
Proficiency in Microsoft Office and related office and collaboration tools
Excellent verbal and written communication skills
Strong organizational, planning, and time-management abilities
Ability to manage multiple priorities, work independently, and exercise sound judgment
High level of professionalism, discretion, and confidentiality
Familiarity with modern office technology and applications
Ability to take and transcribe dictation accurately
High school diploma or equivalent required
Two to four years of progressively responsible administrative or executive support experience
Preferred
Two years of college preferred
Company
Miami Parking Authority
🚨 We’re hiring! Explore exciting opportunities at the link below.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Leonard Bier
Senior Advisor Real Estate, Planning & Development
Company data provided by crunchbase