Executive Assistant

Aster Talent; Miami Beach (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Aster Talent is seeking an experienced Office Coordinator / Executive Assistant to join the Miami team and work in the office 5 days a week.

The role combines hands-on office management with executive support for senior leaders in a standalone function within a growing investment management environment in Miami Beach. Candidates should have 5+ years in office coordination or EA roles in finance, strong organizational skills, and a proactive, professional demeanor.

Qualifications

• 5+ years of office coordination and/or executive assistant experience in the investment or financial industry preferred.
• Exceptional organizational skills and attention to detail.
• Polished communicator with strong written and verbal skills and discretion.

Responsibilities

• Own day-to-day office operations, including facilities, vendor management, and maintenance in a high-end environment.
• Serve as primary contact for building management and external vendors.
• Manage office supplies, equipment, pantry, and food orders; handle purchasing within guidelines.
• Greet visitors, manage meeting room logistics, and coordinate catering for internal meetings.
• Plan and execute office social events and team-building activities.
• Maintain the seating chart and coordinate workstation moves.
• Process incoming and outgoing mail and packages.
• Partner with HR on onboarding logistics for Miami-based hires.
• Provide proactive calendar and administrative support for senior leaders.
• Arrange complex domestic and international travel.
• Coordinate dining reservations, event tickets, and other executive needs.
• Prepare meeting materials, decks, and binders.
• Maintain confidentiality and professional standards at all times.

Skills

Office coordination

Executive support

Calendar management

Vendor management

Travel coordination

Tools

Concur

Job description

Our client is a highly regarded investment management firm with a significant multi-billion-dollar AUM and a growing Miami presence, based on Miami Beach. Known for its entrepreneurial culture and collegial environment, the firm offers exceptional opportunities for learning and development.

The Role

We are conducting a search for an experienced Office Coordinator / Executive Assistant to join the Miami team and work in the office 5 days a week. This is a newly created, standalone role that combines hands‑on office management with sophisticated executive‑level support for several senior leaders. The ideal candidate is equally comfortable running a polished office environment and anticipating the needs of busy executives

Schedule

Schedule: Monday–Friday, 5 days onsite in Miami Beach, approximately 8:30am–5/5:30pm.

Key Responsibilities

Office Coordination

• Own day‑to‑day office operations, including facilities, vendor management, and maintenance in a newly expanded, high‑end environment
• Serve as the primary point of contact for building management and external vendors
• Manage office supplies, equipment, pantry, and food orders; handle purchasing within company guidelines
• Greet and assist all visitors and guests; manage meeting room logistics
• Coordinate catering for internal meetings and events
• Plan and execute office social events and team‑building activities
• Maintain the internal seating chart; coordinate workstation moves
• Process incoming and outgoing mail and packages
• Partner with HR on onboarding logistics for Miami‑based new hires

Executive Support

• Provide proactive calendar and administrative support for multiple senior Miami‑based leaders and visiting executives
• Arrange complex domestic and international travel
• Coordinate dining reservations, event tickets, and other executive needs
• Prepare and produce meeting materials, including presentation decks and binders
• Manage client and guest visits professionally
• Process monthly expense reports (Concur)
• Maintain strict confidentiality and the highest professional standards at all times

Qualifications

• 5+ years of office coordination and/or executive assistant experience within the investment or financial industry preferred
• Strong working knowledge of office operations, systems, and best practices
• Exceptional organizational skills and attention to detail
• Proactive, high‑EQ, and responsive
• anticipates needs before they arise
• Polished communicator with strong written and verbal skills and excellent phone etiquette
• Collaborative team player; comfortable working alongside an existing administrative team
• Ability to occasionally flex outside standard hours for urgent needs
• Warm, professional presence; comfortable as the face of a client‑facing office