Executive Assistant

About the FirmOur client is a highly regarded investment management firm with a significant multi-billion-dollar AUM and a growing Miami presence, based on Miami Beach. Known for its entrepreneurial culture and collegial environment, the firm offers exceptional opportunities for learning and development.The RoleWe are conducting a search for an experienced Office Coordinator / Executive Assistant to join the Miami team and work in the office 5 days a week. This is a newly created, standalone role that combines hands-on office management with sophisticated executive-level support for several senior leaders. The ideal candidate is equally comfortable running a polished office environment and anticipating the needs of busy executivesThis person will serve as the go-to resource for the Miami Beach office — the first face visitors see, the operational backbone of daily office life, and a trusted partner to the broader administrative team. The role includes occasional coverage for C-suite principals.Schedule: Monday–Friday, 5 days onsite in Miami Beach, approximately 8:30am–5/5:30pm.Key ResponsibilitiesOffice Coordination— Own day-to-day office operations, including facilities, vendor management, and maintenance in a newly expanded, high-end environment— Serve as the primary point of contact for building management and external vendors— Manage office supplies, equipment, pantry, and food orders; handle purchasing within company guidelines— Greet and assist all visitors and guests; manage meeting room logistics— Coordinate catering for internal meetings and events— Plan and execute office social events and team-building activities— Maintain the internal seating chart; coordinate workstation moves— Process incoming and outgoing mail and packages— Partner with HR on onboarding logistics for Miami-based new hiresExecutive Support— Provide proactive calendar and administrative support for multiple senior Miami-based leaders and visiting executives— Arrange complex domestic and international travel— Coordinate dining reservations, event tickets, and other executive needs— Prepare and produce meeting materials, including presentation decks and binders— Manage client and guest visits professionally— Process monthly expense reports (Concur)— Provide backup administrative coverage, including occasional C-suite support— Maintain strict confidentiality and the highest professional standards at all timesQualifications— 5+ years of office coordination and/or executive assistant experience within the investment or financial industry preferred— Strong working knowledge of office operations, systems, and best practices— Exceptional organizational skills and attention to detail— Proactive, high-EQ, and responsive— anticipates needs before they arise— Polished communicator with strong written and verbal skills and excellent phone etiquette— Collaborative team player; comfortable working alongside an existing administrative team— Ability to occasionally flex outside standard hours for urgent needs— Warm, professional presence; comfortable as the face of a client-facing office