Office Assistant

Our client, a Global Investment Advisor with offices in Miami, New York, London, and Singapore is seeking an Office/Personal Administrative Assistant with at least one - three years of work experience to join the Office Administration team in the Miami office. This role is a blend of business and personal administrative tasks. This role reports to the Founder's Executive Assistant and will be part of a small, collaborative administrative team.COMPANY: Investment FirmPOSITION: Office / Personal AssistantLOCATION: Miami, FLHOURS: 8:00am - 4:00pm (in office 5 days!)COMPENSATION: $60k -$90k (Base) with excellent benefitsBACHELOR'S DEGREE: PreferredResponsibilities of the Office/Personal Assistant:-Greet, direct, and provide refreshments to guests with polished and professional presentation.-Answer main phone line and relay messages accurately and in a timely manner.-Maintain office spaces, including reception area, conference rooms, storage areas and kitchen throughout the day.-Coordinate multiple calendars via Outlook, coordinate meeting logistics and organizing and reserving meeting rooms.-Coordinate office building maintenance. (HVAC, building engineers, shredding, light bulbs, parking access, etc.).-Arrange/amend, in real-time, business, and personal travel logistics based on travel policy.-Complete business and personal errands as requested.-Communicate regularly with the Office Admin team to ensure seamless office operation and coverage.-Assist in the ordering, stocking, and distribution of pantry and general office supplies.-Manage employee administrative requests (scanning, printing, DocuSign, etc.).-Maintain records, databases and filing systems.-Retrieve and distribute mail/deliveries.-Prepare packages for courier (FedEx, USPS, UPS), mail receipt and shipping distribution.-Order and/or pick up meals as needed, set out food and tidy-up/store leftovers.-Schedule dining reservations and input attendees for compliance tracking software.-Prepare expense reports per company policy.-Ad-hoc administrative duties across the firm.-Back-up coverage for other receptionists/admins.Requirements of the Office / Personal Assistant:-0-3 years' experience in a reception or administrative level support role in a corporate environment.-Bachelor's degree preferred.-Positive, quick thinker with a can-do attitude and solid problem-solving abilities.-Demonstrated ability to use discretion; ability to maintain confidentiality of information.-Well organized, diligent, proactive, and thorough in efficiently managing multiple tasks.-Possesses poise, tact, and diplomacy to work effectively and remain calm under pressure.-Self-motivated, ability to take direction and respond well to questions and seek clarification as needed.-Strong proficiency in Microsoft Office and familiarity with other systems.-Experience booking travel without the use of a travel agent.-Notary license is a plus, but not required.-Verification of identity, education, prior employment, and references may be required.