Security | Executive Administrative Assistant

Fontainebleau Miami Beach; Miami Beach (FL); On-site; USD 36,000 - 56,000; Full time

Job summary

Fontainebleau Miami Beach is seeking a seasoned Administrative Assistant to provide comprehensive support for the home department. The role includes typing, filing, scheduling, payroll coordination and special projects, with the need to prioritize and manage a diverse workload.

The ideal candidate has strong writing and communication skills, experience with financial record-keeping, and the ability to maintain confidentiality across client and staff information.

Qualifications

• High school education or equivalent is required.
• Five years of experience as an administrative assistant or office administrator in a high-volume environment.
• Knowledge of organization, planning, records management, and general administration.
• Excellent written and verbal communication abilities.

Responsibilities

• Answer telephones and transfer to appropriate staff member.
• Create and modify documents using Microsoft Office.
• Maintain confidentiality in all aspects of client, staff and agency information.
• Perform general clerical duties: photocopying, faxing, mailing and filing.
• Maintain hard copy and electronic filing systems.
• Research, price, and purchase office furniture and supplies.
• Coordinate meetings and conferences.
• Support staff on project-based work.
• Prepare responses to routine inquiries.
• Prepare invoices, reports, memos and financial statements using office software.

Skills

Good writing

Analytical skills

Problem-solving

Communication

Organizational skills

Education

High school education or equivalent

Tools

Microsoft Office

QuickBooks

Database software

Job description

"IF YOU CREATE THE STAGE SETTING AND IT IS GRAND, EVERYONE WHO ENTERS WILL PLAY THEIR PART."

• Morris Lapidus

A spectacular blend of Golden Era glamour and modern luxury, Fontainebleau today reinvents the original vision of legendary architect Morris Lapidus - a stage where everyone plays their unique part. At Fontainebleau, striking design, contemporary art, music, fashion and technology merge into a vibrant new kind of guest experience. Guests are invited to enter a world where they are free to play, shop, dine, spa, meet or simply relax - however they define a perfect day. Situated on oceanfront Collins Avenue in the heart of Millionaire's Row, Fontainebleau Miami Beach is one of the most historically and architecturally significant hotels on Miami Beach. Opened in 1954 and designed by Morris Lapidus, it was the most luxurious hotel on Miami Beach, and is thought to be the most significant building of Lapidus' career.

This position provides administrative and secretarial support for your home department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Examples of Duties, includes but is not limited to the following

• Answer telephones and transfer to appropriate staff member.
• Create and modify documents using Microsoft Office.
• Maintain confidentiality in all aspects of client, staff and agency information.
• Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Research, price, and purchase office furniture and supplies.
• Setup and coordinate meetings and conferences.
• Support staff in assigned project based work.
• Prepare responses to correspondence containing routine inquiries.
• Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs.
• Collect and maintain inventory of office equipment and supplies.
• Arrange for the repair and maintenance of office equipment.
• Other duties as assigned.
• Computer literate.
• Good writing, analytical and problem-solving skills.
• Knowledge of priciples and practices of organization, planning, records management, and general administration.
• Ability to communicate effectively and establish and maintain effective working relationships with staff.
• High school education or equivalent.
• Five years experience as an administrative assistant or office administrator with increasing responsibilities in a high volume environment.