Office Coordinator / Executive Assistant / Receptionist

Confidential; Miami, Fort Lauderdale (FL, FL); On-site; USD 55,000 - 70,000; Full time

Job summary

Confidential is seeking an organized Office Coordinator / Executive Assistant / Receptionist to support leadership and keep the Miami-area office running smoothly. The role is full-time and in-office in Aventura, FL.

The position combines front desk responsibilities with office management, calendar coordination, travel arrangements, and vendor communications, requiring discretion, initiative, and a professional demeanor.

Qualifications

• Prior experience in reception, office administration, office management, or executive assistance.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Excellent communication skills and a friendly, professional demeanor.
• Proficiency with Microsoft Outlook, Word, and Excel.
• A dependable, proactive approach and willingness to take initiative.
• Comfort supporting leadership and handling sensitive information.

Responsibilities

• Welcome visitors, manage incoming calls, and serve as a professional first point of contact.
• Support leadership with calendar management, scheduling, correspondence, and administrative tasks.
• Coordinate meetings, prepare conference rooms, and arrange catering and meeting materials.
• Assist with travel arrangements, itineraries, and expense reports as needed.
• Oversee office supplies, deliveries, mail, and coordination with office vendors and service providers.
• Maintain an organized, welcoming office and help address day-to-day operational needs.

Skills

Office coordination

Organization

Communication

Calendar management

Outlook

Excel

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Aventura, FL | Full-time, in-office

$55,000-$70,000

Summary

A growing real estate investment firm focused on acquiring and operating light-industrial properties across Florida and the Southeast is seeking an organized, personable, and proactive Office Coordinator / Executive Assistant / Receptionist to help keep the office running smoothly and provide administrative support to leadership. This position combines front desk responsibilities with office management and executive assistance, making it a great opportunity for someone who enjoys variety, takes ownership, and wants to contribute to a growing firm.

Responsibilities

• Welcome visitors, manage incoming calls, and serve as a professional first point of contact.
• Support leadership with calendar management, scheduling, correspondence, and administrative tasks.
• Coordinate meetings, prepare conference rooms, and arrange catering and meeting materials.
• Assist with travel arrangements, itineraries, and expense reports as needed.
• Oversee office supplies, deliveries, mail, and coordination with office vendors and service providers.
• Maintain an organized, welcoming office and help address day-to-day operational needs.
• Assist with document preparation, filing, scanning, data entry, and basic spreadsheets.
• Support onboarding logistics, team events, and special projects.
• Communicate with tenants, vendors, business partners, and colleagues professionally.
• Handle confidential information with discretion and sound judgment.

Qualifications

• Prior experience in reception, office administration, office management, or executive assistance.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Excellent communication skills and a friendly, professional demeanor.
• Proficiency with Microsoft Outlook, Word, and Excel.
• A dependable, proactive approach and willingness to take initiative.
• Comfort supporting leadership and handling sensitive information.
• Ability to work full-time, in-office in Aventura, FL.
• Experience in real estate, financial services, or a professional office setting is a plus.
• High school diploma or equivalent required.
• Spanish language skills are a plus, but not required.