Executive & HR Support Administrator

3 days ago

Miami, FL, United States Phoenix Pro Connect Full time
Job Summary
Oversee daily office operations, coordinate travel arrangements, and manage scheduling for the leadership team, and assist the HR Director with administrative support and special projects. This is a full-time, in-office position Monday to Thursday; employees may work from home on Fridays. Demonstrates strong attention to detail, efficiency, and the ability to multitask effectively in a fast-paced environment.

Key Responsibilities
Office Operations & Administration
  • Serve as the primary point of contact for office-related inquiries and support needs.
  • Maintain office supplies, equipment, and vendor relationships.

Travel & Scheduling Support
  • Coordinate domestic and international travel for the leadership team, including booking flights, accommodations, and transportation.
  • Maintain and manage executives' calendars, scheduling meetings, appointments, and events.
  • Assist in preparing travel itineraries, expense reports, and necessary documentation.

HR Support
  • Provide administrative support to the Sr. HR Director, including record-keeping, documentation, and policy implementation.
  • Coordinate interview scheduling, support onboarding and offboarding processes, and contribute to HR-related projects.
  • Assist in coordinating employee fun events, including ordering food, picking up cakes, and handling related event preparations.
  • Maintain a high level of confidentiality when handling sensitive employee and company information.

Qualifications & Skills
  • 2-5 years' experience in office administration, executive assistance, or a related role.
  • Previous experience in a cruise line, luxury environment, or hospitality industry is highly preferred.
  • Strong organizational and multitasking abilities with attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Experience with travel booking and expense management preferred.
  • Strong communication and interpersonal skills.
  • Ability to handle confidential information with discretion.
  • A proactive and problem-solving mindset.
  • Must be available to work in-office setting.

Preferred Qualifications
  • Experience supporting senior leadership and/or HR functions.
  • Familiarity with HR processes and administrative best practices.

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