Executive Assistant

4 weeks ago

Miami, Florida, United States HMG Plus, Inc. Full time
About Our Client

HMG Plus, Inc. is a 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.

Job Summary

We are seeking an experienced Executive Assistant to provide administrative support and thought partnership to our Senior Director of Administration, HR Manager, and Operations Manager in our Miami office. This is a highly visible position requiring well-developed organizational, communication skills, and confidentiality.

Key Responsibilities
  • Manage the Senior Director's calendar and collaborate effectively with others to coordinate scheduling needs.
  • Advanced PowerPoint, Word, and Excel skills are required to create and compile meeting materials for various Committee and Leadership meetings.
  • Research, prioritize, and follow up on incoming requests and issues addressed to the Senior Director, including those of a sensitive or confidential nature.
  • Coordinate domestic and international travel and reservations in accordance with the Firm's Travel Policy.
  • Maintain and prioritize 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.
  • Assist with ongoing 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.
Requirements
  • A minimum of 5 years of work experience supporting executives in a professional services organization.
  • Excellent communication skills; a strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
  • Ability to exercise sound judgment, tact, diplomacy, integrity, and professionalism in all interactions.
  • Flexibility to handle time-sensitive requests, including needs outside of standard working hours from time to time.
  • Desire to learn new skills and to expand job skills over time.
Preferred Qualifications
  • Previous experience using SharePoint and Visio.
  • Experience with surveys, specifically Novi.
  • Notary license.
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.

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