Administrative Assistant

A dynamic international business and family office is seeking an experienced, highly organized, and proactive Administrative Assistant to provide comprehensive support across executive administration, office operations, travel coordination, and property-related projects. This role is ideal for a polished professional who thrives in a fast-paced environment, can manage multiple priorities simultaneously, and takes pride in creating efficient systems and seamless day-to‑day operations.

The successful candidate will serve as a trusted administrative partner, supporting principal owners and the executive team while coordinating activities across multiple residences, commercial properties, and international business interests in South Florida, South America, and Spain.

• Manage complex calendars, meetings, appointments, and communications for principal owners and executive leadership across multiple time zones.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, travel documentation, reservations, and expense reporting.
• Provide day-to‑day administrative support by preparing correspondence, expense reports, presentations, maintaining filing systems, organizing documents, and ensuring timely follow‑up on action items.
• Oversee office operations by managing supplies, coordinating vendors and service providers, processing administrative documentation, and identifying opportunities to improve operational efficiency. Help manage inventory and any packages as needed.
• Support the administration of multiple (international and domestic) residential and commercial properties by liaising with property managers, contractors, and vendors, tracking maintenance and ongoing projects, and assisting with operational initiatives.
• Assist with special projects, research assignments, and cross‑functional initiatives while handling confidential information with professionalism and discretion.
• Travel internationally on an as‑needed basis to support business and operational needs.

• Fluency in both Spanish and English is required, French fluency preferred
• Minimum of three years of experience supporting executives, office operations, or administrative functions
• Demonstrated experience managing complex calendars and coordinating domestic and international travel
• Excellent organizational skills with the ability to prioritize multiple projects and deadlines simultaneously
• Exceptional written and verbal communication skills
• Strong attention to detail and commitment to accuracy
• High level of professionalism, discretion, and integrity when handling confidential information
• Advanced proficiency with Microsoft Office Suite, Google Workspace, and virtual collaboration platforms
• Experience preparing expense reports and administrative documentation preferred

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.