Administrative Assistant

Spectraforce Technologies; Miami (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Spectraforce Technologies is seeking an Administrative Assistant/Coordinator to provide comprehensive support to the Vice President of Human Resources (VPHR) in Miami, FL. The role focuses on maintaining schedules, handling communications, and contributing to HR initiatives while upholding confidentiality and a positive workplace culture.

This position requires 1–3 years of HR-related experience, a Bachelor's degree, and proficiency with Microsoft Office.

Qualifications

• 1–3 years HR-related experience (Administrative Assistant, Coordinator, or Generalist).
• Bachelor's degree in Business Administration, Human Resources, or related field preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Manage the VPHR's calendar, schedule meetings, and coordinate travel arrangements.
• Serve as the primary point of contact for internal and external communications.
• Track and process expense reports for the VPHR.
• Prepare, edit, and distribute documents, reports, and presentations.
• Coordinate meetings, including agenda preparation, minute-taking, and follow-ups.
• Assist with planning and execution of HR projects and initiatives.
• Maintain and update HR databases and employee records.
• Coordinate HR-related events such as trainings, workshops, and team-building activities.
• Handle sensitive information with a high level of confidentiality.
• Support onboarding and offboarding processes as needed.
• Assist with employee engagement initiatives and workplace culture efforts.
• Track and report on key HR metrics and performance indicators.

Skills

Communication

Organization

Attention to detail

Confidentiality

Teamwork

Education

Bachelor's degree in Business Administration, Human Resources, or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Title

Administrative Assistant

Duration

12 months

Location

Miami, FL

Job Summary

We are seeking a highly organized and proactive Administrative Assistant/Coordinator to provide comprehensive support to the Vice President of Human Resources (VPHR). This role is ideal for a candidate who is passionate about Human Resources, thrives in a fast-paced environment, and enjoys contributing to a positive workplace culture.

Key Responsibilities

• Manage the VPHR's calendar, schedule meetings, and coordinate travel arrangements
• Serve as the primary point of contact for internal and external communications
• Track and process expense reports for the VPHR
• Prepare, edit, and distribute documents, reports, and presentations
• Coordinate meetings, including agenda preparation, minute-taking, and follow-ups
• Assist with planning and execution of HR projects and initiatives
• Maintain and update HR databases and employee records
• Coordinate HR-related events such as trainings, workshops, and team-building activities
• Handle sensitive information with a high level of confidentiality
• Support onboarding and offboarding processes as needed
• Assist with employee engagement initiatives and workplace culture efforts
• Track and report on key HR metrics and performance indicators

Qualifications

• Experience: 1-3 years in an HR-related role (Administrative Assistant, Coordinator, or Generalist)
• Education: Bachelor's degree in Business Administration, Human Resources, or related field preferred
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Essential Skills

• Strong written and verbal communication
• Excellent organization and time management
• High attention to detail and accuracy
• Problem-solving and adaptability
• Strong interpersonal skills with empathy and professionalism
• Ability to maintain confidentiality
• Team-oriented with the ability to support HR initiatives

Technical Competencies

• Calendar and email management (Outlook, Google Calendar)
• Document formatting and file management
• Data entry and record maintenance
• Experience with video conferencing tools (Zoom, Microsoft Teams)
• Basic IT troubleshooting and technical adaptability

Benefits

• Opportunities for professional development and growth
• Positive and inclusive work environment