Confidential is hiring: Personal/Administrative Assistant in Doral

Job Summary: We are seeking a highly organized, self-motivated, proactive Personal/Administrative Assistant to support the principal in both professional and personal capacities. This role is mainly based out of a unique facility in Doral that involves managing the principal’s office and home including but not limited to: organizing, booking appointments, coordinating office visitors, and handling principal’s personal errands and projects. The ideal candidate will be detail-oriented, resourceful, organized, and maintains confidentiality.  Ideal candidate is also very adaptable, as the business is dynamic and the Personal/Administrative Assistant role will evolve slightly as business needs dictate.

Key Responsibilities and Skills:

• Service Oriented and Forward Thinker: prioritizes and anticipates principal’s needs and requests; aims to exceed expectations through high-quality support and service and puts plans and logistics in place accordingly.
  • Take care of principal’s personal home, office and business; not afraid to roll up sleeves and wear multiple hats on a daily basis to get the job done i.e. assistant, housekeeper, shopper, concierge, event planner, project manager, etc.
  • Transform quickly to any additional role and adapt to ongoing changes without being asked to do so.
  • Be a team player
• Inventory, Organization and Filing: Maintain an organized filing system for everything
  • Organize physical and digital documents, cabinets, closets, office spaces, storage rooms, etc., 
  • Ensure items and files are aesthetically placed and easily accessible.
  • Take regular inventory of items including groceries in the kitchen, housekeeping products, and drinks and replenish as needed.
  • Be able to create inventory lists, checklists, manuals, spreadsheets, systems or anything needed to be set up for success
  • Update and track documents on a weekly basis to the everchanging environment.
• Personal Errands: Assist the principal with personal tasks, errands, and projects, demonstrating discretion and professionalism at all times.  
• Strong Communication Skills, written and verbal: Serve as a point of contact between the principal and internal/external stakeholders such as employees and vendors. 
  • Practice active listening and observing, connecting the dots where needed
  • Draft and respond to correspondence daily
  • Respond to principal’s requests that come throughout the day/night
  • Communicate effectively and efficiently with fellow coworkers to ensure smooth operations in the household and office at all times
• Managing staff: Manage principal’s domestic staff, housekeeper and maintenance. 
  • Follow up on tasks and manage household i.e. making sure principal’s vehicles have updated registration and insurance cards, making sure laundry is turned around in a timely fashion, making sure kitchen is fully stocked and expired foods are thrown out.
• Project Assistance: Support various personal and professional projects, including research, coordination, and follow-up tasks.
  • Take ownership of tasks or projects and follow through until the project is wrapped up
  • Have a can-do, positive figure-it-out attitude 
  • Be resourceful and don’t take “no” for an answer 
  • Practice critical thinking skills and be solutions oriented
• Calendar Management: Schedule and/or manage the principal’s appointments, meetings, and travel arrangements. 
  • Ensure optimal time management and prioritize commitments effectively.
• Visitor Coordination: Manage office visitors or clients, ensuring a welcoming atmosphere and efficient check-in/out procedures. 
  • Prepare necessary materials for meetings and presentations including but not limited to pens, pencils, notepads, water, and coffee. 
• Package Delivery Coordination: Manage packages that are couriered on a daily basis and log them/disperse them accordingly.
• Office Management: Assist in maintaining a smooth and efficient office environment, including managing supplies, equipment, and vendor relationships.
• Travel: Pack principal’s suitcases for domestic and international travel; confirm the details of drop off/pick up logistics 
  • Be open to domestic and international travel with the principal on an as-needed basis
• Ethical and Highly Discreet: Handle sensitive, private information and situations with care, confidentiality and professionalism
  • Use sound judgment and common sense in determining what information should be shared with whom 
  • Build trust with coworkers and management team by consistently demonstrating reliability
  • Must have integrity
• Team Player: Willing to perform other job duties as assigned

Other Qualifications:

• Proven experience as an Assistant or in a similar role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle sensitive information with confidentiality.
• Strong time management skills and the ability to prioritize tasks effectively.
• Positive attitude, adaptability, and a proactive approach to problem-solving.
• Aware of surroundings and social perspectives while being non-judgmental

Requirements:

·      Fluent English (Spanish is a plus)

·      Valid US driver license

·      Ability to work in the US

·      Own, reliable transportation

·      Must pass background check

Benefits after waiting period:

• Health, dental, and life insurance
• Paid time off and holidays
• 401(k) 

Compensation:

Depending on Experience

Schedule:

Monday to Friday

10:30 AM to 7:00 PM (end time must be flexible)

Weekends on an as-needed basis