Executive Administrator

Jobtailor; Miami (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor in Miami is seeking an experienced Executive Secretary to provide advanced support to senior executives. You will manage calendars, prepare complex communications, and coordinate board materials in a fast-paced corporate setting.

The role requires 5–7 years in high-level secretarial positions, confidentiality, and strong MS Office skills. You’ll oversee budgets, assist with reports, and coordinate travel and events, with opportunities to lead special projects.

Qualifications

• H.S. Grad or equivalent required.
• Bachelor’s degree preferred; experience may be combined with some college education
• Excellent grammar, organizational, and communication skills
• Very strong interpersonal skills
• Advanced proficiency in MS Word, Excel, PowerPoint, and Lotus Notes
• Ability to maintain strict confidentiality and discretion
• Ability to work effectively under pressure and manage multiple tasks and deadlines
• Minimum of five to seven years of experience performing advanced secretarial activities and supporting senior executive-level positions in large corporations
• Budget and cost oversight experience desired
• Project management experience desired
• Advanced secretarial skills
• Exceptional administrative ability
• Knowledge of organizational policies and practices
• Information and data research skills for report and presentation preparation
• Ability to work under general supervision
• Ability to sit, stand, write, and review, with or without reasonable accommodations

Responsibilities

• Provide advanced secretarial support to senior executives.
• Compose complex communications, reports, and presentations, including materials containing sensitive financial data
• Manage executives’ phone calls, daily calendars, meetings, conferences, and events
• Coordinate board and executive committee meeting materials and attendance
• Compile data and prepare executive, board, and committee reports
• Address correspondence and inquiries from executives, vendors, and external organizations
• Schedule and arrange executive travel, prepare itineraries, and complete travel expense reports
• Oversee the administrative group’s supply budget and cost containment
• Research information for projects and support report generation
• Serve as a resource to administrative staff on complex issues and projects
• Review invoices and prepare MACs
• Support other executives with calendar and travel scheduling
• Perform other business-unit projects and job-related duties as assigned

Skills

Advanced secretarial skills

Budget oversight experience

Project management experience

Advanced proficiency in MS Office

Excellent communication skills

Education

Bachelor’s degree preferred

Tools

MS Word

MS Excel

MS PowerPoint

Lotus Notes

Job description

• Provide advanced secretarial support to senior executives
• Compose complex communications, reports, and presentations, including materials containing sensitive financial data
• Manage executives’ phone calls, daily calendars, meetings, conferences, and events
• Coordinate board and executive committee meeting materials and attendance
• Compile data and prepare executive, board, and committee reports
• Address correspondence and inquiries from executives, vendors, and external organizations
• Schedule and arrange executive travel, prepare itineraries, and complete travel expense reports
• Oversee the administrative group’s supply budget and cost containment
• Research information for projects and support report generation
• Serve as a resource to administrative staff on complex issues and projects
• Review invoices and prepare MACs
• Support other executives with calendar and travel scheduling
• Perform other business-unit projects and job-related duties as assigned

Requirements

• H.S. Grad or equivalent required
• Bachelor’s degree preferred; experience may be combined with some college education
• Excellent grammar, organizational, and communication skills
• Very strong interpersonal skills
• Advanced proficiency in MS Word, Excel, PowerPoint, and Lotus Notes
• Ability to maintain strict confidentiality and discretion
• Ability to work effectively under pressure and manage multiple tasks and deadlines
• Minimum of five to seven years of experience performing advanced secretarial activities and supporting senior executive-level positions in large corporations
• Budget and cost oversight experience desired
• Project management experience desired
• Advanced secretarial skills
• Exceptional administrative ability
• Knowledge of organizational policies and practices
• Information and data research skills for report and presentation preparation
• Ability to work under general supervision
• Ability to sit, stand, write, and review, with or without reasonable accommodations

Core Competencies

Demonstrates advanced secretarial skills and exceptional administrative ability, with a strong focus on managing executive schedules, communications, and sensitive financial data. Proficient in budget oversight and project management, ensuring effective support for senior executives in a corporate environment.

Highest-signal resume keywords

• Advanced Secretarial Skills
• Budget Oversight Experience
• Project Management Experience
• Advanced Proficiency in MS Office
• Excellent Communication Skills

Hard Skills

• Advanced Secretarial Skills
• Budget Oversight
• Project Management
• Data Research Skills
• Report Preparation
• Calendar Management
• Travel Coordination
• Invoice Review
• Cost Containment
• Presentation Preparation

Soft Skills

• Excellent Grammar
• Organizational Skills
• Interpersonal Skills
• Ability to Maintain Confidentiality
• Ability to Work Under Pressure

Industry Keywords

• Executive Support
• Administrative Support
• Corporate Environment
• Organizational Policies
• Senior Executive-Level Support

Tools & Technologies

• MS Word
• MS Excel
• MS PowerPoint
• Lotus Notes