Executive Office Concierge — Onsite Admin & Exec Support (Miami)

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

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.