The Mosaic Group is hiring: Administrative Assistant in Orlando

This position is on-site in West Palm Beach, FL.

Job Brief:

We are seeking a proactive and highly organized person who is willing to take on a dual role of Administrative & Executive Assistant to support our firm. This role provides high-level administrative support to executives while also assisting with office operations, client communications, and project coordination. The ideal candidate is a tech-savvy professional who thrives in a fast-paced environment, has exceptional communication skills, and is comfortable handling both administrative and executive-level tasks.

Key Responsibilities:

Executive & Team Support:

1. Manage complex calendars, schedule meetings, and coordinate travel arrangements for executives.
2. Assist in the preparation of reports, presentations, proposals, and client communications.
3. Serve as a liaison between executives, internal teams, and external clients.
4. Prepare invoices, process expense reports, and maintain financial records for approval.
5. Ensure the CEO and leadership team are equipped with necessary materials for meetings and presentations.

Office & Operations Management:

1. Order and manage office supplies, equipment, and vendor relationships.
2. Assist with maintaining company insurance, licenses, certifications, and compliance records.
3. Open and close the office as needed and oversee office upkeep.

Client & Communications Management:

1. Answer and direct incoming calls while capturing relevant caller details for internal records.
2. Provide general support to visitors, ensuring a professional and welcoming office environment.

Project & Event Coordination:

1. Assist in coordinating special projects, marketing campaigns, and PR initiatives.
2. Support company event planning, including logistics, vendor coordination, and execution.
3. Maintain contact lists and ensure timely follow-up with clients and partners.

HR & Compliance Assistance:

1. Support recruitment efforts by assisting with job postings, interview scheduling, and onboarding.
2. Act as a secondary point of contact for employee inquiries.
3. Assist in maintaining personnel records and HR documentation.

Qualifications & Skills:

1. Experience: Minimum 3+ years in an Administrative, Executive Assistant, or Office Management role, preferably in marketing, PR, or a related field.
2. Technology Proficiency: Strong knowledge of MS Office Suite (Excel, Word, PowerPoint, Outlook), QuickBooks, Adobe, and CRM and project management tools.
3. Detail-Oriented: Exceptional organizational skills with the ability to multitask and meet deadlines.
4. Communication: Excellent written and verbal communication skills with a professional demeanor.
5. Problem-Solving: Ability to anticipate needs, troubleshoot challenges, and take initiative in a fast-paced environment.
6. Confidentiality & Discretion: Experience handling sensitive and confidential information.
7. Adaptability: Ability to pivot as needed, managing shifting priorities with efficiency.

Attendance & Punctuality Expectations:

1. Arrives on time for work, meetings, and appointments.
2. Ensures responsibilities are covered in case of absence.

Physical & Work Environment Requirements:

1. Prolonged sitting and computer use at a workstation.
2. Walking on uneven surfaces at company events.
3. Exposure to Florida heat when assisting with events.
4. Ability to lift up to 50 lbs. for office supplies or event materials.

Safety:

1. Observes safety and security procedures.
2. Reports potentially unsafe conditions.
3. Uses equipment and materials properly.

EQUAL EMPLOYMENT OPPORTUNITY: The company is committed to a policy of equal employment opportunity for all employees and applicants. Under this policy, all employees and applicants will be treated fairly and equally, and the company will comply with all applicable local, state and federal employment discrimination laws.