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Confidential · 1 day ago

Office Administrative Assistant

Miami, FL

Full-time

Onsite

New Grad, Entry Level

Confidential company is seeking an Office Administrative Assistant to oversee the day-to-day operations of the US office. The role involves managing administrative duties, coordinating with vendors, and supporting the People department to ensure a smooth office environment.

Marketing & Advertising

Responsibilities

Assist with administrative duties such as creating Purchase Orders (POs) and managing office supplies and purchases (subject to approval)

Answer the central telephone line and direct calls accordingly, ensuring a professional and efficient communication flow

Greet visitors and clients, ensuring a welcoming and professional reception area

Manage and distribute incoming correspondence and packages to appropriate parties

Ensure common areas are properly stocked and maintained, including supplies, coffee machines, water dispensers, and kitchen areas

Monitor and arrange the maintenance of office machines (e.g., printers, coffee machines, etc.), ensuring functionality and upkeep

Coordinate the pickup and drop-off of office equipment and packages

Liaise with vendors for office maintenance, cleaning, and repairs, ensuring compliance with building requirements and company policies

Oversee vendor compliance, including managing Certificates of Insurance (COIs) for building access and services

Work closely with the Office Manager to manage relationships with building management and security

Assist in the coordination of office-related projects, including construction, office relocation and other major office transitions

Support the People department in maintaining office policies, rules, and updates on the People page in Notion

Maintenance and update office-related contact lists

Contribute to the maintenance and update of the annual holidays calendar, ensuring accuracy in Outlook and Notion, and communicating this information via Teams channels

Manage the end-to-end travel booking process (flights, hotels)

Ensure the travel booking process is up to date in SharePoint and that 'How-To' guides are clear and accessible for staff in Notion

Assist in coordinating on-site and external events, including client meetings, business visits, and any other office and business events as needed

Manage catering requirements for events and meetings, ensuring smooth logistics and adherence to company and building standards

Collaborate with the People department to handle Miami office communications related to building updates, employee birthdays, anniversaries, and special occasions

Contribute to updating and maintaining the US offices’ Organizational Chart

Serve as a team member of the Office Emergency Response Team, ensuring readiness and effective communication during emergencies

Oversee the Office Emergency Communications in collaboration with the Office Manager

Support to the People department in maintaining offline employee emergency contact information for Office emergencies such as Hurricane season, floodings, or any other information of such nature

Provide ongoing support to office staff with general administrative tasks needed to ensure smooth day-to-day operations

Assist with any special projects assigned by the Office Manager or People department

Qualification

Office ManagementVendor CoordinationTravel CoordinationEvent CoordinationCommunication Skills

Required

Highly organized

Adaptable

Detail-oriented

Strong communicator

Capable of handling multiple tasks simultaneously