Administrative Assistant

Administrative Assistant at Career Group Administrative Assistant at Career Group in Miami Beach, Florida Posted in 7 days ago.

Type:

full-time

Job Description:

A leading global financial institution is seeking a polished and highly organized Administrative Assistant to support senior advisors within their Private Wealth Management division in Miami. This is a demanding role within a fast-paced, client-facing environment where discretion, professionalism, and proactive problem-solving are paramount. The right candidate will be deeply detail-oriented, thrive under pressure, and take pride in delivering executive-level administrative excellence.

Key Responsibilities:

Manage complex, high-priority calendars for senior advisors, including scheduling internal and external meetings, conference calls, and related logistics Handle a high volume of phone and email communications with senior executives and high-net-worth clients, maintaining a professional and responsive demeanor at all times Coordinate client meetings and calls; ensure timely follow-through on all action items and requests Arrange extensive domestic and international travel, including visa applications; prepare and submit expense reports accurately and on schedule Draft, proofread, and distribute correspondence, agendas, reports, and presentations as needed Support new hire onboarding in partnership with the Business Unit Manager Provide general office support including filing, shipping, supplies management, and facilities coordination Organize and ship materials to clients; coordinate conference and catering services for client engagements Assist with ad hoc projects and event planning as requested Maintain working knowledge of firm policies and manage routine matters independently

Qualifications:

Fluency in Spanish is required 5+ years of experience providing administrative support to senior executives, ideally within financial services, private sector, or government Demonstrated ability to handle confidential and sensitive information with absolute discretion Exceptional written and verbal communication skills with a consistently professional presence Meticulous attention to detail and strong organizational abilities; able to manage competing priorities effectively Self-directed and proactive, with strong anticipation skills and a bias toward action Comfortable managing ambiguity and adapting quickly in a deadline-driven environment Uncompromising professionalism, integrity, and diplomacy in all interactions Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook Familiarity with expense management platforms such as SAP Concur Collaborative team player with a positive, can-do approach

Contract Details:

This is a 12-month contract position with the potential for extension or permanent conversion based on performance and business needs. Compensation is $31.25/hr. Candidates must be available to work on-site at the Miami office. Please submit your resume to be considered for this opportunity! You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your profile and that you start collecting your references early.