Administrative Assistant

AlphaStaffHCM; Miami Beach (FL); Presencial; USD 70.000 - 110.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Discretionary bonus $5,000+

Health, vision, dental insurance

401(k) with match

Paid holidays and vacation

Onsite in Miami Beach

Descripción de la vacante

AlphaStaffHCM is seeking an Executive Assistant to support the COO of a growing investment firm in Miami Beach, onsite five days a week. This role goes beyond calendar management; you will capture meeting outcomes, track commitments, and help run the Miami Beach office, collaborating with acquisitions, accounting, and asset management teams.

We welcome candidates early in their careers. The ideal person is coachable, highly organized, discreet, tech-savvy, and capable of handling confidential

Formación

• Bachelor's degree or higher; recent grads welcome.
• Strong computer skills and quick learner across platforms.
• Excellent written English and clear meeting notes.
• Able to handle confidential information with discretion and professionalism.

Responsabilidades

• Attend COO meetings, take clear notes, and produce summaries.
• Track commitments and follow up with owners until closed.
• Prepare agendas, background, and open items for meetings.
• Maintain organized, searchable records of decisions and items.
• Oversee office operations and vendor relationships in Miami Beach.
• Support AI and automation projects to improve efficiency.

Conocimientos

Written English

Organization

Discretion & confidentiality

Notetaking & meeting notes

Communication

MS 365 proficiency

Educación

Bachelor's degree

Herramientas

Microsoft 365

Descripción del empleo

Explore opportunities to grow your career with us or one of our clients

A client of AlphaStaffHCM™ is searching for an Executive Assistant to serve as the right hand to their Chief Operating Officer. This is a full-time, onsite role in Miami Beach, FL that reports to the COO and CEO. The client is a rapidly growing investment firm specializing in alternative real estate asset classes such as self-storage, manufactured housing, RV parks, small bay industrial, and car washes.

Day to day:

• We are seeking a sharp, highly organized, and dependable Executive Assistant to work alongside our COO throughout his day. This is a new role, and a deliberately different one: rather than a traditional support position built around a calendar and an inbox, you will attend the COO's meetings, capture what is said and decided, track the resulting commitments, and make sure nothing agreed in a room is lost once everyone leaves it. Executive and personal assistance, together with running the Miami Beach office, make up roughly 15% of the role. The rest is spent working directly with the COO on operating the business, including projects with the acquisitions, accounting, and asset management teams and a growing portfolio of AI and automation initiatives. We are open to candidates early in their careers, including recent graduates; the COO would rather develop someone into this role than inherit an established way of working. The ideal candidate is coachable, quick with technology, discreet, and genuinely energized by being busy.

Key responsibilities:

• Meeting Support & Follow-Through
• Attend the COO's internal and external meetings, taking clear, accurate, and well-organized notes.
• Convert notes into concise summaries, decision records, and action lists distributed promptly after each meeting.
• Track every commitment made to and by the COO, following up with owners across the business until each item is closed.
• Prepare the COO ahead of meetings with agendas, prior notes, background, and the open items relevant to each attendee.
• Maintain an organized, searchable record of meetings, decisions, and outstanding items.
• Operations, Projects & Process Improvement
• Serve as the COO's right hand on projects, following up with departments and keeping work moving to completion.
• Sit in on acquisition team meetings and partner with the accounting and asset management teams on operational needs.
• Help revamp infrastructure and internal processes, documenting new workflows as they are built.
• Support AI and automation projects that increase the team's efficiency.
• Calendar & Scheduling
• Own and proactively manage the COO's daily calendar across internal meetings, investor calls, property visits, and personal commitments.
• Anticipate and resolve scheduling conflicts before they arise, reprioritizing as business needs shift.
• Coordinate meeting logistics end-to-end, including agendas, materials, dial-ins, and room or venue arrangements across multiple time zones.
• Work closely with the Executive Assistants to the CEO and Chief Investment Officer to coordinate shared calls.
• Communications & Administrative Support
• Manage and triage the COO's inbox, flagging priority items and drafting responses on his behalf where appropriate.
• Screen calls and messages, serving as a first point of contact and routing requests appropriately.
• Prepare correspondence, presentations, and briefing materials for internal and external meetings.
• Handle closing documents and serve as notary for the principals; a Florida notary commission will be sponsored if not already held.
• Travel Coordination
• Plan and book business travel, including commercial and private aviation, hotels, ground transportation, and detailed itineraries.
• Stay reachable to troubleshoot changes, delays, or emergencies in real time, including outside business hours.
• Manage travel documentation (passports, visas, Global Entry, loyalty programs) and keep it current.
• Personal Support
• Handle a limited range of personal errands and tasks for the CEO and COO, including appointments, reservations, gifts, and occasional family scheduling.
• Treat personal and business matters with equal care, discretion, and attention to detail.
• Office Management
• Oversee day-to-day Miami Beach office operations, keeping the workspace organized, well-stocked, and running smoothly.
• Manage relationships with building management, vendors, and service providers (cleaning, maintenance, IT, catering).
• Greet and assist visitors, clients, and new hires.
• Expense & Records Management
• Process expense reports and reconcile corporate card statements accurately and on time.
• Maintain organized digital filing systems for contracts, documents, and correspondence.

Must have's:

• Bachelor's degree; recent graduates are welcome and encouraged to apply.
• Strong computer skills, including advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneNote) and the ability to learn new platforms quickly without hand-holding.
• Excellent written English, with the ability to produce clear meeting notes and correspondence that others rely on.
• Takes direction well and is comfortable with close daily guidance and course correction while learning the business.
• Exceptional discretion and confidentiality; this person will be present for most of the COO's working conversations.
• Outstanding organization and attention to detail, especially around notes, commitments, deadlines, and scheduling.
• Strong responsiveness, including outside standard hours when there is genuine urgency.
• Calm under pressure, with a "no task too big or small" attitude and the judgment to flag problems early.
• Valid driver's license and access to a car.
• Able to work onsite in Miami Beach five days a week.

Nice to Have Qualifications:

• Practical experience with AI tools, and the judgment to verify their output.
• Prior administrative, operational, or executive support experience.
• Experience with automation or project management tools.
• Florida notary commission.

Compensation and Perks:

• Bonus: Discretionary performance bonus ($5,000+)
• Benefits: Health, vision, and dental insurance; 401(k) with match; paid holidays and vacation
• Location: Onsite in Miami Beach, FL, five days a week
• Schedule: Full-time, 9:00 AM – 6:00 PM

Disclaimers: AlphaStaff, Inc. and the Client are equal employment opportunity employers and do not discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age, past or present military service, disability, genetic information, or any other basis protected by applicable federal, state, or local laws.