Administrative Assistant

Careerxchange; Town of Florida (NY); On-site; USD 48,000 - 50,000; Full time

Job summary

Careerxchange is seeking a professional Administrative Assistant to support the President & CEO and Executive Team in a fast-paced, multinational environment. The ideal candidate will have strong administrative experience, excellent organizational skills, and a polished professional demeanor.

This fully on-site role in Miami offers a salary of about $48,000–$50,000 annually, with Monday–Friday, 8:00 a.m.–5:00 p.m. schedules and international meeting coordination.

Qualifications

• Education or training in Executive/Managerial Assistance, Business Administration, or a related field
• Minimum 5 years of experience as an Executive Assistant/Administrative Assistant in a multinational organization
• Experience supporting executive-level management is strongly preferred
• Strong calendar management, travel coordination, and administrative skills
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to handle confidential information with discretion
• Professional and polished demeanor
• Ability to multitask and prioritize in a fast-paced environment

Responsibilities

• Manage executive calendars and agendas
• Provide administrative and secretarial support to senior leadership
• Coordinate internal and external meetings, including international meetings
• Arrange domestic and international travel
• Manage expense reports and related documentation
• Prepare correspondence, translations, summaries, and presentations
• Coordinate documents and signatures with internal departments and Legal
• Notarize documents, if certified
• Liaise with internal departments, vendors, and external contacts
• Maintain organized files and records
• Assist with sponsorship activities and special projects
• Handle incoming and outgoing calls and route messages appropriately
• Receive and distribute mail, overnight packages, and other deliveries
• Prepare DHL and UPS shipments and maintain shipping supplies
• Order and maintain office supplies and verify supplier invoices
• Maintain telephone directories and internal contact listings
• Coordinate with Facilities regarding maintenance requests
• Assist with visitor and vendor safety protocols
• Assign building access badges to visitors and new employees as directed by HR
• Perform general office and administrative duties as needed
• Follow company policies, procedures, and established standards
• Perform other duties as assigned

Job description

Administrative Assistant

Location: Miami, FL

Annual Salary: Approximately $48,000–$50,000

Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.

Work Arrangement: Fully On-Site Position

A leading international organization is seeking a professional, dependable, and personable Receptionist/ Administrative Assistant to provide administrative and secretarial support to the President & CEO and Executive Team. The ideal candidate will have strong administrative experience, excellent organizational skills, a polished professional demeanor, and the ability to work effectively in a fast-paced, multinational environment.

Key Responsibilities

• Manage executive calendars and agendas
• Provide administrative and secretarial support to senior leadership
• Coordinate internal and external meetings, including international meetings
• Arrange domestic and international travel
• Manage expense reports and related documentation
• Prepare correspondence, translations, summaries, and presentations
• Coordinate documents and signatures with internal departments and Legal
• Notarize documents, if certified
• Liaise with internal departments, vendors, and external contacts
• Maintain organized files and records
• Assist with sponsorship activities and special projects
• Handle incoming and outgoing calls and route messages appropriatelyReceive and distribute mail, overnight packages, and other deliveries
• Prepare DHL and UPS shipments and maintain shipping supplies
• Order and maintain office supplies and verify supplier invoices
• Maintain telephone directories and internal contact listings
• Coordinate with Facilities regarding maintenance requests
• Assist with visitor and vendor safety protocols
• Assign building access badges to visitors and new employees as directed by HR
• Perform general office and administrative duties as needed
• Follow company policies, procedures, and established standards
• Perform other duties as assigned

Qualifications

• Education or training in Executive/Managerial Assistance, Business Administration, or a related field
• Minimum 5 years of experience as an Executive Assistant, Administrative Assistant, or similar role within a multinational organization
• Experience supporting executive-level management strongly preferred
• Strong calendar management, travel coordination, and administrative skills
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to handle confidential information with discretion
• Professional and polished demeanor
• Ability to multitask and prioritize in a fast-paced environment
• Project management experience is a plus
• Bilingual English/Spanish is a plus

What We Offer

• Monday–Friday, 8:00 a.m.–5:00 p.m. schedule
• Fully on-site position
• Opportunity to work within a dynamic, international organization
• Professional and collaborative work environment
• Opportunity for growth and development

CAREERXCHANGE® is an Equal Opportunity Employer.

For additional opportunities, please visit ww.careerxchange.com #OCT_2026_150