Executive Support Specialist Position Available In Miami-Dade, Florida

Job Overview:

We are seeking a highly organized and proactive individual to join our team as an Executive Support Specialist . This role will support the day-to-day operations of the office by managing administrative tasks, overseeing documentation, handling follow-ups, and assisting in various office projects. The ideal candidate will have strong multitasking abilities, excellent communication skills, and experience in managing office tools such as Excel, Google Suite, and other productivity tools. In addition to covering routine tasks, this role will also involve taking on skilled tasks and project management, ensuring seamless office operations.

Key Responsibilities:

Administrative Support:

Manage office documentation, schedules, and general office organization.

Task Management & Follow-Ups:

Track and follow up on important projects, deadlines, and internal communications.

Communication & Coordination:

Serve as a point of contact for internal and external stakeholders, ensuring timely responses and follow-ups.

Document Management:

Prepare, format, and organize documents, spreadsheets, and presentations using Excel, Google Sheets, and other tools.

Event & Meeting Coordination:

Assist in scheduling and organizing meetings, events, or team activities, including managing calendars and booking travel arrangements when needed.

Project Management Support:

Coordinate and manage small to medium-sized projects, ensuring that milestones are met and communication stays on track.

Cross-Department Support:

Provide administrative and organizational support for other departments as needed, including managing deadlines, creating reports, and assisting with various tasks.

Vacation/Leave Coverage:

Provide backup administrative support during employee absences, ensuring business continuity.

Process Improvement:

Proactively look for ways to improve office efficiency, productivity, and communication across teams.

Required Skills and Qualifications:

Proven experience as an executive assistant, administrative assistant, or office manager. Strong proficiency with Microsoft Office (Excel, Word, PowerPoint) and Google Suite (Docs, Sheets, Calendar, etc.). Excellent written and verbal communication skills. Strong organizational skills and attention to detail. Ability to prioritize and manage multiple tasks effectively. Strong interpersonal skills and ability to work collaboratively across teams. Experience with project management tools and techniques is a plus. Self-motivated, proactive, and able to work independently. Ability to adapt to changing priorities and office needs.

Preferred Qualifications:

Previous experience in a managerial or coordinator role. Experience with basic bookkeeping or budgeting tasks. Project management certification (e.g., PMP) or relevant coursework a plus