Temporary Administrative Assistant

The Collection, Inc.; Coral Gables (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

The Collection, Inc. is seeking a high-caliber Administrative Assistant in Coral Gables, Florida, for a 90-day term. The role involves providing operational support to the Executive Office, including travel coordination, office administration, and management of executive calendars.

The ideal candidate should have a strong background in managing executive tasks, excellent organizational skills, and proficiency in Microsoft Office applications. The position demands a professional capable of maintaining confidentiality, adapting to a fast-paced environment, and interacting with senior leadership and clients.

Qualifications

• Prior executive assistant or senior administrative support experience preferred.
• Service-first attitude.
• Detail oriented with strong follow-through.

Responsibilities

• Provide daily administrative support to senior executives.
• Coordinate domestic and international travel arrangements.
• Assist in the maintenance of executive calendars and records.

Skills

Organizational skills

Communication skills

Multitasking skills

Microsoft Office proficiency

Customer service skills

Job description

Overview:

Seeking a high-caliber Administrative Assistant for an approximate 90-day term to provide high-level administrative and operational support to the Executive Office. This position helps ensure the efficient operation of the Executive Office through executive support, travel coordination, office administration, meeting preparation, records management, and special project assistance. The role requires a professional who can seamlessly balance complex corporate tasks with hands‑on personal assistance and office management. The ideal candidates possess a background in international travel routing (flights, lodging, ground transit, passport/visa compliance) across multiple time zones, sound judgment, and the ability to maintain a high level of confidentiality and professionalism in all interactions.

Key Responsibilities:

• Provide daily administrative support and assistance to senior executives and Director, including office organization, meal coordination, mail management, and scheduling of related tasks.
• Coordinate domestic and international travel arrangements, itineraries, transportation, accommodations, and related documentation.
• Assist in the maintenance of executive calendars, records, files, and databases.
• Manage office supplies, shipping, purchases, returns, and vendor communications.
• Oversee executive kitchen and conference room readiness, including refreshment inventory, meeting preparation, and guest hospitality.
• Assist with document scanning, filing, reporting and other administrative projects.
• Support special assignments and research projects as directed.
• Maintain a highly professional, physically present office environment.
• Hit the ground running with a 1-week parallel hand-off window.

Qualifications:

• Prior executive assistant or senior administrative support experience preferred.
• Strong organizational, communication, and multitasking skills.
• Service‑first attitude.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel.
• Detail oriented with strong follow-through and customer service skills.
• Ability to work in a fast‑paced executive office environment interacting with senior leadership and vendors.
• Demonstrated professionalism, discretion, adaptability, and the ability to maintain composure while supporting executives with varying communication styles and preferences.
• Ability to anticipate needs and resolve issues proactively.
• Must have reliable vehicle for local errands.
• Must be comfortable supporting a high‑energy executive environment and adaptable to direct, informal, or fast‑paced communication styles while maintaining professionalism.

Workplace Environment:

• Second floor executive offices with direct access to senior leadership, executive conference room and kitchen.
• Fast‑moving, with frequent shifts in priorities.
• Relationship‑driven, involving interactions with affluent clients, executives, business partners and VIP guests.
• Highly confidential, requiring careful handling of sensitive financial, personnel and business information.
• Detail‑oriented, where accuracy and presentation are critical.

Physical Requirements:

• Frequent standing and walking throughout dealership facilities.
• Ability to move about the dealership, including ascending and descending stairs when elevator is unavailable.
• Ability to lift and carry office materials, supplies and packages weighing up to 25 pounds.
• Prolonged periods of sitting while working on the computer.
• Ability to communicate effectively in person, by phone, and electronically.