Senior Executive Assistant & Office Manager Coral Gables, FL

The Senior Executive Assistant is responsible for providing high-level administrative support to executive leadership while ensuring the efficient operation of the Coral Gbales, FL Headquarters office. This role serves as a trusted partner to the CEO and senior leaders, managing complex schedules, travel arrangements, executive communications, office operations, and corporate events.

Executive Support

• Manage complex executive calendars, schedules, and meeting coordination.
• Prioritize scheduling conflicts and proactively adjust calendars to support business needs.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and travel documentation.
• Prepare presentations, reports, meeting agendas, correspondence, and executive materials.
• Track and process executive expenses and reimbursements.
• Coordinate executive meetings, leadership visits, and corporate functions.
• Support confidential and sensitive business matters with the highest level of discretion.
• Assist with personal administrative matters for the CEO when required.
• Anticipate leadership needs and proactively address challenges before they arise.

Office Management

• Serve as the primary point of contact for day-to-day office operations.
• Act as the liaison between the company and building management.
• Coordinate office maintenance requests and workplace-related services.
• Manage office inventory, supplies, and vendor relationships.
• Oversee mail, courier services, and package distribution.
• Coordinate visitor arrivals and provide a professional experience for guests and clients.
• Ensure office spaces remain organized, functional, and representative of the company's standards.

Event Coordination & Culture Support

• Coordinate logistics for internal meetings, leadership gatherings, company events, and executive visits.
• Support employee engagement initiatives through event planning and execution.
• Organize office celebrations, team breakfasts, recognition activities, and cultural initiatives.
• Partner with cross-functional teams to deliver an exceptional workplace experience.

Communication & Stakeholder Management

• Serve as a professional point of contact for executives, visitors, vendors, and external partners.
• Facilitate communication and collaboration across departments.
• Build strong relationships with internal and external stakeholders.
• Ensure timely follow-up and execution of administrative and operational priorities.

Required Experience

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 5 years of experience supporting senior executives, C-suite leaders, or executive leadership teams.
• Previous experience in Executive Assistant, Senior Executive Assistant, Office Manager, or related administrative roles.
• Experience managing complex calendars, executive travel, and corporate events.
• Experience supporting fast-paced, dynamic business environments.

Required Skills

• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Executive-level professionalism and business acumen.
• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, and Teams.
• Strong problem-solving and decision-making skills.
• Ability to work independently and exercise sound judgment.
• High attention to detail and follow-through.
• Ability to maintain confidentiality and handle sensitive information.

Language Requirements

• Fully bilingual in English and Spanish.

The starting salary range for this position begins at $90,000

 

Factors which may affect starting pay within this range may include geography/market, skills, education, experience and other qualifications of the successful candidate.
This position is also eligible Potential Annual Award depending on individual performance and Company performance, in accordance with the terms of the Company’s plan.