Executive Assistant/Office Manager

Beacon Hill; West Palm Beach (FL); On-site; USD 72,000 - 88,000; Full time

Job summary

Beacon Hill in West Palm Beach seeks a Temp to Perm Executive Assistant/Office Manager to support 4–5 professionals including Managing Directors, VPs, and Analysts. Onsite, Monday–Friday, 9am–5pm with a 1-hour lunch; 35 hours/week with paid OT after 35 hours. Temp duration ~3–4 months before conversion; perm base up to 80K plus bonus.

Temp rate aligned with market expectations. The role covers calendar management, travel coordination, PowerPoint/Excel prep, visitor greeting, expense reporting,

Qualifications

• Bachelor’s degree required.
• 2+ years of related experience.
• Proficient with Microsoft Office (Outlook, Word, Excel).
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication.
• Ability to multitask and work under pressure.

Responsibilities

• Typing, copying and telephone coverage.
• Assist with preparation of PowerPoint and Excel presentations.
• Personal filing.
• Coordinate travel including flights, hotel reservations and ground transportation.
• Manage calendars; arrange calls and meetings.
• Greet guests (take coats, bags, offer beverages).
• Arrange and set-up catering for meetings.
• Complete monthly expense reports; order and stock office supplies.
• Maintain copiers and postage machines; arrange service as needed.
• Arrange shredding and mail distributions.
• Prepare check requests for invoices as needed.
• Other duties as requested.

Skills

Microsoft Office

Multitasking

Attention to Detail

Organizational Skills

Verbal & Written Communication

Work Under Pressure

Education

Bachelor’s Degree

Tools

Outlook

Excel

PowerPoint

Job description

Salary: USD80000 - USD80000 per year

Our client, a finance firm, is looking to hire a Temp to Perm Executive Assistant/Office Manager for their West Palm Beach office. The position will provide administrative support to a mix of 4‐5 professionals (Managing Directors, Vice Presidents, Associates, & Analysts) along with some support to employees in other offices. Monday-Friday onsite, 9am-5pm daily with 1 hour unpaid lunch (35 hours work week, paid OT after 35 hours). Need flexibility to set up for morning meetings. Temp duration is approximately 3-4 months ahead of conversion. Perm base up to 80K plus bonus, temp rate paid in line.

RESPONSIBILITIES:

• Typing, copying and telephone coverage
• Assist with preparation of PowerPoint and Excel presentations
• Personal filing
• Coordinate travel including flights, hotel reservations and ground transportation
• Manage calendars; arrange calls and meetings
• Greet guests (take coats, bags, offer beverages)
• Arrange and set‐up catering for meetings
• Complete monthly expense reportsOrder and stock office supplies
• Maintain all copiers, postage machines (this includes ordering toners, calls for service)
• Arrange for Shred bins to be emptied regularly
• Distribute mail and prepare mailings to go out (FedEx, UPS, USPS)
• Prepare check requests for invoices as needed
• Other duties and tasks as requested

QUALIFICATIONS:

• Bachelor’s Degree
• 2+ years of experience in the field or in a related area
• Must be proficient with Microsoft Office (Outlook, Word, Excel)
• Friendly, Professional, Adaptable, Patient
• Strong organizational skills
• Attention to Detail
• Excellent verbal and written communication skills
• Ability to multitask
• Strong work ethic
• Ability to handle pressure