Miami, FL

Job Type
Contract Full-Time

Pay Rate

Executive Assistant -Level 2

Duration: 3 Months

Pay Rate: $31.86

Work Location: 200 South Biscayne Blvd, Miami, Florida 33131


Executive Administrative Assistant (International Wealth Management)

Provide full secretarial / administrative support to assigned team. Provide administrative support to officers and other team members with the department support.

Work as part of the International Wealth Management Team on policies and procedures.

Core functions of the role:

  • Calendar Management for assigned team:
  • Keep calendars up to date including preparation of travel itineraries / schedules for business trips (travel details & contact telephone numbers should be entered)
  • Diary management set up of all internal/external meetings
  • Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities
  • Feedback should be provided on changes made and progress of schedule problems as they arise
  • Hold regular meetings (to be agreed) with team in order to decide priorities/deadlines/projects Provide regular updates on work in hand
  • Regular feedback on problems/issues

  • Travel:
  • Book all travel, including flights, hotels, currency and taxis adhering to the Technology and Data policies
  • Expenses:
  • Complete expense reports if required.
  • Advise employees on completing their own reports
  • Ensuring all claims adhere to Firm policy

  • Team Administration Tasks for groups supported:
  • Administrator for online staff absence management system
  • Manage booking schedule for Team Rooms
  • Maintenance of group org charts
  • Co-ordination of all moves and associated processes: desk moves, IT moves, system updates, mail drops, large scale project moves and floor walks
  • Provide general information on the department and Firm when required (promoting use of internal web pages where possible)
  • Filing, faxing, photocopying, distribution of assigned team's mail as required
  • Ordering of equipment and resources /supplies (e.g. business cards, wireless devices, etc.)

  • Visitor Support:
  • Arrange workstation for visitor prior to arrival. Provide full administrative support to visitors where possible and if required. Direct and advise all visitors. Arrange access to buildings where necessary.
  • Co-coordinating department business related events and functions
  • Opportunities may arise to work on assignments outside of the core role, this will be dependent on departments supported and work load

Skills Required:

Skills / Competencies that are essential to the role include:

  • Pro-active: Identifies other value add areas for MDs over and above day to day tasks. Identifies areas for improvement and suggests solutions
  • Demonstrates willingness to learn about the business (helps integration into group)
  • Excellent organizational skills
  • Excellent time/priority management skills
  • Assertive
  • Good communicator
  • Good use of initiative, judgment and decision making
  • Flexible & adaptable to change
  • Excellent team member
  • Puts equal importance on all types of tasks

Educational Requirements:

  • MS standard requirements

Experience / Technical Skills Required:

  • Word / PowerPoint / Excel / Outlook: Intermediate level
  • Proven work experience (3 or more years)
  • Creation of Word documents, Excel spreadsheets & databases and presentations / reports. Formatting of Word documents, if necessary importing data from/to various packages
  • Fluency in Spanish required

Additional Comments:

We need someone with confidence, who has a very professional manner and can juggle a number of tasks. The ideal candidate will have worked for a senior manager before

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