Executive Assistant

6 months ago

Miami, United States HMG Plus, Inc. Full time $100,000 - $120,000
About Our Client:

As one of the world’s leading law firms, our client serves a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; and government, regulatory and internal investigations. They are one of the largest law firms in the world and a top financial performer. 

Essential Job Functions:

The Executive Assistant (EA) will provide administrative support and thought partnership to the Senior Director of Administration, HR Manager, and the Operations Manager in the Miami office. This is a highly visible position requiring well-developed organizational, communication skills, and confidentiality. Acting on their own initiative and direction, the EA will handle a wide range of administrative and executive support-related tasks and interact with personnel at all levels in a fast-paced environment, sometimes under pressure. With great attention to detail, the EA will need to be flexible, proactive, and efficient while exhibiting a high level of professionalism and confidentiality in this role. 

Responsibilities include but are not limited to supporting the Miami office Senior Director of Administration and team with the budget process, preparation and reporting on financial metrics and tracking vendor payments, complex calendar management, conferences, highly visible presentations, and preparing travel arrangements and expense reimbursement. Plan and coordinate events, including luncheons and various senior management meetings. Prepare internal and external communications and proactively anticipate the needs of the Senior Director of Administration. This position requires well-developed organizational and communication skills as well as the ability to exercise sound judgment and maintain professionalism. 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary).
  • Manage the Senior Director’s calendar and collaborate effectively with others to coordinate scheduling needs; plan and schedule monthly and weekly meetings along with any necessary logistics while effectively communicating changes.
  • Advanced PowerPoint, Word, and Excel skills are required to create and compile meeting materials for various Committee and Leadership meetings. Create PowerPoint presentations ahead of senior leadership meetings will be a recurring function.
  • Research, prioritize, and follow up on incoming requests and issues addressed to the Senior Director, including those of a sensitive or confidential nature; determine the appropriate course of action, referral, or response.
  • Coordinate domestic and international travel and reservations in accordance with the Firm’s Travel Policy (e.g., air, hotel, ground transportation).
  • Maintains and prioritizes daily action items for personal follow-up and management.
  • Handles confidential information, including data related to human resources, budget, forecasts, etc.
  • Process expense reports for events, dinners and/or travel, prepare expense reports and submit in a timely manner.
  • Compose, type, and proofread correspondence, memos, and emails as requested.
  • Coordinate, prepare and compile meeting materials for various Committee and Leadership meetings.
  • Coordinate with Human Resources, Operations, Practice Services and Guest Services as it relates to new hires, practice assistant assignments, office events, in-office moves and visitors and provide Director with appropriate reports, if applicable.
  • Assist with on-going special projects; work associated with special projects will vary and will be assigned as the individual demonstrates skills to handle additional responsibilities.
  • Handle clerical duties of answering incoming calls, filing, copying, scanning, and opening mail.
  • Other duties and projects as assigned by the Senior Director, HR Manager, and Operations Manager.

Qualifications & Requirements
Education, Work Experience, Skills:
  • The ideal candidate will have demonstrated work experience supporting executives in a professional services organization.
  • The EA should be able to anticipate needs and exercise sound judgment, tact, diplomacy, integrity, and professionalism in all interactions.
  • This individual must possess the aptitude to work independently without significant oversight or instruction to achieve results with a high degree of accuracy and attention to detail.
  • The ideal candidate must exercise tact and discretion given the sensitive and confidential nature of information they will be privy to.
  • The ability to establish rapport quickly with others and maintain a professional demeanor while under pressure is critical. 
  • A minimum of 5 years work experience, in a professional services firm supporting a senior level executive in a fast- paced environment is required.
  • A Bachelor of Arts/Science (BA/BS) or equivalent experience is expected.
  • This individual must have excellent communication skills; a strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook; and adapt easily to new software and other web-based tools used for time and expense reporting.
  • The individual should be flexible to handle time sensitive requests, including needs outside of standard working hours from time to time.
  • Lastly, the individual should desire to learn new skills and to expand their job skills over time.
  • Previous experience using SharePoint and Visio a plus.

Technologies/Software:
  • Proficient working within MS Office with advanced Excel and PowerPoint skills are required.
  • Experience using Visio a plus.
  • Experience using SharePoint a plus.
  • Experience with surveys, specifically Novi a plus.

Certificates, Licensures, Registrations:
  • Notary license is a plus.

Equal Employment Opportunity:

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

About HMG Plus, Inc.:

HMG Plus is the Tri-State’s leading hospitality staffing service, focused on specialized hospitality training and recruiting. We find our success in our passion for hospitality, our commitment to excellence in service, and in the power of people. We believe the right people- carefully chosen, rigorously vetted, properly trained, impeccably presented, and led by a team that’s always ready and on-demand have the ability to transform any hospitality experience. While we are industry experts with our history spanning over two decades, it’s time to hone the art of change for our new future. HMG Plus looks forward to being 100% ServSafe certified, expertly trained in safety and sanitation, and technologically forward to best fit all evolving needs. We are here to be both the experts in hospitality staffing and hospitality safety. Above all else, HMG Plus is here for you to make your hospitality experience exceptional.We found it in our passion for hospitality, our commitment to excellence in service, and in the power of people. We believe the right people—carefully chosen, rigorously vetted, properly trained, impeccably presented, and led by a team that’s always ready and on-demand—have the ability to transform an event and the experience of everyone who attends it. We prove it to our clients (and theirs) event after event. We look forward to doing the same for you.

  • Executive Assistant

    7 days ago

    Miami, Florida, United States Ascension Global Staffing & Executive Search Full time

    About the RoleWe are hiring an Executive Assistant - Litigation Support to join our team in Miami, FL. In this role, you will provide administrative support to a Shareholder and associate attorneys, ensuring the smooth operation of the litigation practice.Your primary responsibilities will include scheduling appointments, preparing correspondence and legal...

  • Wealth Management Executive

    7 days ago

    Miami, Florida, United States Avior Executive Search Full time

    About Avior Executive SearchWe are a leading provider of executive search services, specialising in placing high-calibre professionals within the financial industry. Our team has extensive knowledge and experience in the field, allowing us to provide expert advice and guidance to our clients.Job OverviewThis is an exciting opportunity to join our team as a...

  • Executive Assistant

    2 months ago

    Miami, United States Phaxis Full time

    Our client, a leader in the luxury real estate industry is searching for an experienced Executive Assistant reporting directly to the Chairman and Chief Executive Officer. The Executive Assistant will provide executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all...

  • Executive Assistant

    2 days ago

    Miami, United States Phaxis Full time

    Our client, a leader in the luxury real estate industry is searching for an experienced Executive Assistant reporting directly to the Chairman and Chief Executive Officer. The Executive Assistant will provide executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all...

  • Executive Assistant

    2 days ago

    Miami, United States COtingency Full time

    DescriptionExecutive Assistant to CEO - Hybrid Role We're looking for a professional, proactive, highly-organized C-Suite Level Executive Assistant to play a key role in our growing team. In this role, you'll be responsible for assisting and acting as the gatekeeper for the CEO and founder of the company. If you love the idea of stepping into a versatile...

  • Executive Assistant

    2 days ago

    Miami, United States The University of Miami Full time

    Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet. Executive Assistant The University of Miami/UHealth Department of...

  • Executive Assistant

    2 days ago

    Miami, United States Offer Full time

    Offer Accept is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support. This role is crucial for ensuring the smooth operation of daily tasks, enabling the executive to focus on strategic priorities. The ideal candidate will have a strong background in administrative duties, excellent communication...

  • Executive Assistant

    2 days ago

    Miami, United States Ballard Global Full time

    Join a dynamic and fast-paced private investment firm committed to delivering exceptional results and fostering a culture of excellence. We seek a highly skilled and professional Executive Assistant to support our executive team and provide personal assistant responsibilities to the CEO. This critical role requires exceptional organizational skills,...

  • Executive Assistant

    13 hours ago

    Miami, United States Ballard Global Full time

    Join a dynamic and fast-paced private investment firm committed to delivering exceptional results and fostering a culture of excellence. We seek a highly skilled and professional Executive Assistant to support our executive team and provide personal assistant responsibilities to the CEO. This critical role requires exceptional organizational skills,...

  • Executive Assistant

    1 month ago

    Miami, United States Frontera Capital Advisors Full time

    Company DescriptionFrontera Capital Advisors is a Corporate Finance Advisory firm focusing on cross-border M&A. Role DescriptionThis is a full-time on-site role as an Executive Assistant at Frontera Capital Advisors in Miami, FL. As an Executive Assistant, you will provide high-level administrative support by conducting research, preparing statistical...

  • Executive Assistant

    1 month ago

    Miami, United States Ballard Global Full time

    Join a dynamic and fast-paced private investment firm committed to delivering exceptional results and fostering a culture of excellence. We seek a highly skilled and professional Executive Assistant to support our executive team and provide personal assistant responsibilities to the CEO. This critical role requires exceptional organizational skills,...

  • Executive Assistant

    6 days ago

    Miami, United States Ballard Global Full time

    Join a dynamic and fast-paced private investment firm committed to delivering exceptional results and fostering a culture of excellence. We seek a highly skilled and professional Executive Assistant to support our executive team and provide personal assistant responsibilities to the CEO. This critical role requires exceptional organizational skills,...

  • Senior Executive Secretary

    7 days ago

    Miami, Florida, United States Ascension Global Staffing & Executive Search Full time

    Job OverviewAscension Global Staffing & Executive Search, a leading national recruiting firm, is seeking an experienced Legal Assistant/Secretary to join our team. Located in Miami, FL, this role will support one Shareholder and multiple associate attorneys in a fast-paced litigation law firm.

  • Executive Assistant

    2 weeks ago

    Miami, Florida, United States Kinderland Full time

    Kinderland, a renowned children's fashion company, is seeking an Executive Assistant to join their team in the United States. Estimated annual salary: $45,000 - $55,000.About KinderlandWe design and distribute high-quality children's shoes to retail stores across the country. Learn more about our company on our website, venettini.com.Job DescriptionThe...

  • Executive Assistant

    4 days ago

    Miami, United States Jackson Health System Full time

    Location: Jackson North Medical Center -160 NW 170th St, North Miami Beach, FL 33169Department: JN Administration OfficeStatus: Full-TimeShift: 7:30am to 4:00pmSummaryThe Executive Assistant performs advanced secretarial and related clerical work for senior leadership or other comparable executive official of the Public Health Trust. This position acts in a...

  • Executive Assistant

    4 days ago

    Miami, United States Jackson Health System Full time

    Location: Jackson North Medical Center -160 NW 170th St, North Miami Beach, FL 33169Department: JN Administration OfficeStatus: Full-TimeShift: 7:30am to 4:00pmSummaryThe Executive Assistant performs advanced secretarial and related clerical work for senior leadership or other comparable executive official of the Public Health Trust. This position acts in a...

  • Executive Assistant

    4 weeks ago

    Miami, United States The CGC Group Full time

    Position Objective: The Executive Assistant responsible for simplifying the CEO's workload, making his high-level decisions possible. This role directly impacts company growth and operational success. The Executive Assistant needs to create and monitor company project progress, set deadlines, solve issues as they arise, create a budget, and evaluate project...

  • Executive Administrative Assistant

    2 days ago

    Miami, United States Southern Glazer's Wine & Spirits Full time

    Southern Glazer's Wine & Spirits - JobID: 28581 [Office Assistant / Receptionist] As an Executive Administrative Assistant at Southern Glazer's Wine & Spirits, you'll: Create, edit, and prepare presentation materials for sales executives; Screen incoming calls to the Executive team and determine the nature of the call and whether or not it requires immediate...

  • Executive Assistant

    2 weeks ago

    Miami, Florida, United States ERIC P STEIN P A Full time

    About the OpportunityERIC P STEIN P A is seeking an experienced Executive Assistant to provide high-level support to our team in North Miami Beach, Florida.The ideal candidate will possess excellent communication and organizational skills, with a strong ability to multitask and prioritize tasks effectively.Key Responsibilities:Coordinate appointments and...

  • Executive Assistant

    2 months ago

    miami, United States Mount Sinai Medical Center Full time

    Since 1949, Mount Sinai Medical Center has remained committed to providing access to its diverse community. In delivering an unmatched level of clinical expertise, our medical center is committed to recruiting and training top healthcare workers from across the country. We offer the latest in advanced medicine, technology, and comfort in 12 facilities across...