Executive Administrative Assistant

7 days ago

Miami, United States Global Crossing Airlines Full time
Job DescriptionJob Description

Overview: We are seeking a proactive and organized individual to join our team as an Executive Administrative Assistant. This role requires excellent communication skills, a friendly demeanor, and the ability to handle various administrative tasks efficiently. The ideal candidate will be the first point of contact for our organization, play a crucial role in ensuring smooth operations in our office environment, and provide essential support to our executive team.

Responsibilities:

  • Reception Duties:
    • Greet and welcome guests as soon as they arrive at the office.
    • Direct visitors to the appropriate person and office.
    • Answer, screen, and forward incoming phone calls in a professional manner.
    • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., brochures, forms).
  • Executive Administrative Support:
    • Manage executives' calendars and schedule meetings and appointments.
    • Arrange travel and accommodations for executives.
    • Assist in the preparation of presentations and reports.
    • Perform various clerical tasks such as filing, photocopying, scanning, and organizing documents.
    • Manage incoming and outgoing mail and packages.
  • Communication:
    • Respond promptly to inquiries and provide accurate information.
    • Create and maintain a positive and professional image of the company through all interactions.
  • Office Maintenance:
    • Monitor and maintain office supplies inventory and place orders as needed.
    • Coordinate maintenance of office equipment.
  • Special Projects:
    • Assist in planning company events, meetings, and team-building activities.
    • Support other departments with administrative tasks as needed.

Requirements:

  • Proven work experience as a Receptionist, Front Office Representative, Executive Administrative Assistant or similar role.
  • Experience in providing executive-level support and calendar management.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.).
  • Hands-on experience with office equipment (e.g., fax machines and printers).
  • Professional attitude and appearance.
  • Solid written and verbal communication skills.
  • Ability to be resourceful and proactive when issues arise.
  • Excellent organizational skills.
  • Multitasking and time-management skills, with the ability to prioritize tasks.
  • High school diploma; additional qualifications in Office Administration are a plus.
  • Must be bi-lingual (English/Spanish).

Benefits:

  • Competitive salary commensurate with experience.
  • Health benefits package (medical, dental, vision).
  • Retirement savings plan (401k).
  • Paid vacation and sick leave.
  • Opportunities for professional development and growth within the company.

Working Conditions:

  • This is a full-time position based in our office at our Miami HQ location.
  • Standard office hours (Monday to Friday), with occasional flexibility required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 25 pounds and occasionally lift and move up to 70 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time.

Global Crossing Airlines provides equal employment opportunities to all team members and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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