Experienced/Lateral - Administrative Assistant

About the Role

We are seeking a highly organized and self-driven Administrative Assistant to support the Senior Executive Assistant of our
firm's Managing Principal. The ideal candidate will have outstanding communication skills, a keen eye for detail, and the ability
to manage sensitive information with confidentiality. This role is crucial for the seamless functioning of our executive team
and demands a proactive attitude in handling tasks and responsibilities.

Key Responsibilities:

• Manage and update complex calendars, travel arrangements, and important deliverables.
• Coordinate appointments, meetings, and event attendance.
• Prepare and update daily/weekly agendas, ensuring all changes are communicated effectively.
• Handle confirmation calls and add calendar events with precise details.
• Maintain and organize digital and paper filing systems, including saving and filing receipts, invoices, and important
  documents.
• Assist with administrative tasks such as correspondence, documentation, and spreadsheet updates.
• Track Certificates of Insurance (COIs) and W9s from vendors, ensuring compliance and timely renewals.
• Collaborate with vendors to troubleshoot issues and provide support as needed.
• Prepare shipments via UPS/USPS/FedEx and assist with printing checks as required.
• Oversee, order, and restock office supplies and pantry items, in addition to tending to the office plants.
• Proactively communicate with team members to avoid duplication of tasks and ensure all needs are met.
• Order and pick up lunches as needed, and be flexible with running errands on the fly to support the team's needs

Requirements:

• Valid driver's license and residence in or near Boca Raton, Florida.
• Demonstrated experience as an executive or personal assistant.
• Proficient in Microsoft Office Suite, especially Excel, and familiar with Google Workspace.
• Availability for full-time in-office work, Monday through Friday, from 9 AM to 6 PM.
• Bachelor's degree (required) in Business Administration or a related field (preferred).

Key Qualifications:

• Discretion and Integrity: Capable of managing confidential information with the highest level of care, ensuring
  trustworthiness in all interactions.
• Adaptability: Skilled at remaining flexible and adjusting to changing priorities and demands in a dynamic work
  environment while maintaining composure under pressure.
• Strong Interpersonal Skills: Proficient in establishing and nurturing positive relationships with colleagues, clients, and
  vendors.
• Attention to Detail: Meticulous in reviewing documents and managing tasks to ensure accuracy and completeness.
• Proactive Communication: Excellent verbal and written communication skills, with the ability to convey information
  clearly and effectively.
• Time Management: Exceptional organizational skills to prioritize tasks efficiently and meet deadlines consistently.
• Tech-Savvy: Quick to learn new software and tools, comfortable using technology to enhance productivity.
• Resourcefulness: Ability to find solutions independently and seek information or assistance when needed.
• Positive Attitude: A can-do mindset that fosters a collaborative and motivating work environment.