Executive Assistant / Receptionist (On-Site)

DOCTORS HEALTHCARE PLANS, INC.; Coral Gables (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

DOCTORS HEALTHCARE PLANS, INC. in Coral Gables seeks an Executive Assistant / Receptionist to support daily operations and senior executives with discretion and professionalism. This role acts as the administrative hub, handling calendars, travel, meetings, and front-office duties.

You will coordinate with HR, manage visitor access, and prepare reports and presentations while maintaining confidentiality and a polished, guest-friendly environment.

Qualifications

• 2–3 years of relevant administrative or executive-support experience.
• Bilingual English/Spanish required.
• Excellent written and verbal communication skills.

Responsibilities

• Serve as administrative hub for front office operations and support executive leadership.
• Manage calendars and coordinate travel and meetings for the CEO and Executive Team.
• Greet visitors, handle calls, and ensure security procedures.
• Coordinate meeting rooms, AV equipment, and catering.
• Assist HR with events and office operations.

Skills

Bilingual English/Spanish

Excellent written and verbal comms

Strong organizational skills

Customer service mindset

Tools

Microsoft Office

Job description

Position Purpose: The Executive Assistant / Receptionist is responsible for performing clerical tasks within an office setting to support daily operations, as well as provide high-level administrative support to senior executives, handling a wide range of tasks with discretion and professionalism.

Key Responsibilities

• Serve as the administrative hub of the corporate office by ensuring efficient front office operations while providing exceptional administrative support to executive leadership and Human Resources.
• Serve as the first point of contact for visitors, members, providers, vendors, and callers, creating a professional and welcoming experience.
• Answer, screen, and direct incoming phone calls in a courteous and professional manner.
• Greet visitors upon arrival, announce them appropriately, and ensure all guests follow office security procedures.
• Maintain office security by managing visitor access, issuing visitor badges, and maintaining visitor logs.
• Review returned member mail, document address updates in the appropriate operating system, and coordinate redelivery to the correct address.
• Order, stock, and maintain office, kitchen, and conference room supplies; monitor inventory levels and coordinate vendor orders.
• Ensure the reception area, conference rooms, and common office spaces remain organized, clean, and presentation-ready throughout the day.
• Coordinate conference room scheduling and assist with meeting setup, including audiovisual equipment, refreshments, and room preparation.
• Effectively communicate with building property management and landlord to resolve issues within the office, including accessibility and parking matters.
• Provide high-level administrative support to the CEO and the Executive Team, including preparing correspondence, reports, presentations, and other business documents.
• Manage calendars for assigned executives by scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
• Assist with business travel arrangements, meeting logistics, and expense reporting for executive leadership, as assigned.
• Handle sensitive and confidential information with professionalism, discretion, and sound judgment.
• Assist Human Resources with event coordination, and other administrative projects as needed.
• Support HR team with coordinating office events, meetings, and employee engagement activities, including ordering catering and preparing meeting materials.
• Demonstrate flexibility by providing administrative and operational support across departments based on organizational priorities and business needs.
• Identify opportunities to improve administrative processes and recommend solutions that increase efficiency and enhance the employee and visitor experience.
• Perform other duties and special projects as assigned by Human Resources, the CEO, or the Executive Team.

Qualifications

• 2-3 years of relevant administrative or executive-support experience required
• Excellent written and verbal communication skills (bilingual English/Spanish required)
• Strong interpersonal skills with the ability to work effectively with employees, executives, members, providers, and visitors
• Professional attitude, appearance, and demeanor
• Exceptional organizational and time management skills with the ability to prioritize multiple tasks in a fast-paced environment
• Demonstrated reliability, dependability, and punctuality with a strong commitment to maintaining consistent office coverage
• Flexible and adaptable, with the ability to respond to changing priorities and provide support to the Executive Team and office operations as needed
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new software applications
• Strong attention to detail with the ability to work independently while managing competing deadlines
• Positive, customer service-oriented mindset with a willingness to take initiative and assist wherever needed

Note: This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s). Duties described are not to be interpreted as being all-inclusive or specific to any individual team member.

_No Third Party Agencies or Submissions Will Be Accepted.

Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP

Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.