Office Assistant

Entry-Level Office Assistant

We are seeking a recent graduate for an entry-level Office Assistant role supporting daily operations in Coconut Grove, Florida. This contract-to-permanent opportunity is ideal for someone who can manage schedules, handle communications, and keep administrative processes running efficiently while providing high-level support across the office. The position requires someone comfortable coordinating with executives, staff, vendors, and external contacts, while also taking initiative to solve problems independently.

Responsibilities:

• Serve as a central point of coordination for leadership, employees, clients, and outside partners to ensure clear and effective communication.
• Oversee executive calendars by arranging meetings, resolving scheduling conflicts, and keeping priorities aligned.
• Coordinate business travel, lodging, and related logistics for leadership and visiting stakeholders.
• Prepare, review, and reconcile expense documentation while supporting accounts payable and other administrative records.
• Monitor office inventory levels and replenish workplace essentials, including supplies and refreshments, to support uninterrupted operations.
• Draft, edit, and organize internal and external correspondence, presentations, and other business documents in a clear and consistent format.
• Record key discussion points and action items during meetings and distribute accurate notes when needed.
• Track property-related initiatives, follow up on outstanding items, and communicate progress updates to appropriate stakeholders.
• Arrange maintenance requests and repair services for the office while helping oversee local certification and renewal requirements.
• Provide reception and general administrative support to senior executives and the broader team as business needs require.