Admin Assistant

BEST DOCTORS INSURANCE SERVICES LLC; Miami (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

BEST DOCTORS INSURANCE SERVICES LLC in Miami, FL is seeking an Executive Assistant to provide seamless support to the CEO and senior management, manage calendars and travel, and handle confidential information with discretion.

You will coordinate meetings, prepare reports, liaise with internal and external stakeholders, and perform general clerical duties while maintaining a professional demeanor, strong organizational skills, and bilingual English/Spanish preferred.

Qualifications

• Excellent communication and organizational skills.
• Bi-lingual English and Spanish preferred.
• Strong calendar management and travel coordination.
• Professionally handle confidential information.
• Ability to multitask and prioritize workload.

Responsibilities

• Provide seamless support to the CEO and senior management.
• Manage CEO diary and appointment scheduling, meetings, conferences, and travel.
• Maintain confidentiality of information and comply with data protection.
• Coordinate internal and external meetings and stakeholder communications.
• Prepare and organize reports, presentations, and materials for meetings.
• Handle clerical tasks: filing, scanning, photocopying, mailing.

Skills

Executive support

Calendar management

Travel coordination

Discretion/confidentiality

Bi-lingual English/Spanish

Detail oriented

Interpersonal skills

Education

College degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Job DetailsJob Location: Miami FL - Miami, FL 33178Position Type: Full Time

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide seamless support and organization to the running of the CEO and senior management team,
• Support the CEO in deliveringthe strategic leadership and vision of the board, management, structure and organization of the Group and its businesses.
• Maintain the CEO’s diary and appointment schedule by planning and scheduling meetings, conferences, teleconferences, travel, etc., including organizing the corporate diary on an annual basis (i.e. board and committee meetings).
• Maintain internal and external confidence by keeping information confidential.
• Complete administrative support, strategy and project management.
• Work closely with internal and external stakeholders to ensure timely delivery of both strategic and operational deliverables.
• Coordinate trips (Plane tickets, hotel, etc.)
• Coordinate seminars/ transportation (inside and outside of Florida)
• Keep track of receipts and take care of expense reports
• Monthly expense report by area (e.g.: Printing, seminars, travel budget, etc.)
• Other duties as assigned.
• Perform generalclerical duties to include but not limited tophotocopying, scanning, faxing, mailing, and filing.

Qualifications

• Excellent communication and organizational skills.
• Preferably bi-lingual, English and Spanish.
• Strong attention to detail and ability to self-check work
• Excellent interpersonal skills
• Excellent organizational skills, ability to prioritize workload
• Excellent calendar management skills, including the co-ordination of complex executive meetings and travel arrangements for management.
• Enthusiastic attitude, cooperative team player, adaptable to new or changing circumstances, professional demeanor, sensitive to client needs, self-motivated, creative and innovative.
• Excellent problem solving skills

Education and Experience

• Prefer college degree, but not required??

Necessary Knowledge

• Excellent computer skills with proficiency in Microsoft Word, Excel, PowerPoint and Outlook.