Administrative Assistant
The Administrative Assistant will provide primary, executive-level administrative support to the Chief Operating Officer, Chief Executive Officer, and Chief Financial Officer (company principals). This trusted position will work in partnership with their leader, enabling the company principals to focus on their objectives for the greater corporation. This prominent position represents the executive and the organization using interpersonal and technical skills of the highest professional caliber. The Admin Assistant will handle various tasks/situations and be responsible for confidential and time-sensitive material in a fast-paced, dynamic setting. As a liaison to internal and external customers, the Admin Assistant will solve problems and make decisions within general parameters. The Admin Assistant's experience and mature judgment will be essential in planning and accomplishing goals, as will their ability to multitask and prioritize with minimal supervision. May act in a supervisory capacity as a delegated authority by the Chief Operating Officer.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following. Other duties may be assigned.
- Maintains executive's workflow; keeps them apprised of matters relevant to executive objectives and business matters; anticipates organizational needs.
- Coordinates meetings, including management events (as applicable), with responsibility for all aspects.
- Facilitates internal and external communication, including screening incoming phone calls and regular interaction with internal and external audiences.
- Assists with preparing and distributing presentations, documents, reports, and other materials as needed, producing consistent, accurate, and professional products.
- Composes or edits confidential correspondence, memorandum, spreadsheets, reports, and other complex documents for distribution internally and externally; assists with material transfer, intellectual property, consulting, and confidentiality agreements.
- Assists with creating meeting materials such as presentations and preparation of board packages. Accurately proofreads, formats as required, and meets submission deadlines.
- Maintains filing systems, ensuring records are kept in an organized and readily accessible manner.
- Contributing member of the Administrative Team; provides backup administrative support for others as needed; participates in various administrative/research team projects within the organization.
- Handles personal and confidential matters - letters, sensitive personnel data, contracts, etc.
- Proactively identifies areas to gain efficiencies and improve processes and procedures.
- Acts as a liaison between and on behalf of principals with clients, vendors, and internal management and staff.
- Exercising independent judgment for financial commitments within budget authorized; carrying out other special projects.
- Maintains executive calendars by scheduling meetings, confirming attendance of events, making or canceling reservations and follow-ups
- Maintains executives' contacts.
- Books travel (airfare, lodge, car rental, etc.) for executive business or personal travel.
- Reconciles company AMEX credit card
- Prepares expense reports for reimbursement
- Troubleshoots office devices that need minor attention or contacts IT for assistance with major issues
- Maintains scheduling of the company's conference room for weekly, monthly, and yearly events
- Orders office supplies online or purchases them with petty cash
- Screens incoming phone calls to the corporate office and routes the calls appropriately
- Greets incoming clients, customers, prospects, employees, applicants, vendors, and others that enter the office and assist with questions or requests
- Sorts and distributes mail daily
- Prepares mail or FedEx deliveries for the office and schedules pickups if necessary or travels to the post office for special deliveries
- Maintains petty cash account (which includes logging receipts and reconciling funds regularly)
- Purchases, invoices, and distributes uniforms, business cards, name badges, personal stationery, and other employee items
- Orders occasional items on behalf of the executives and the company, including and not limited to; funeral flowers, birthday presents, wedding gifts, get-well gifts, and other miscellaneous items.
- Communicates with cleaning staff regarding special requests needed for the office or with any questions they have regarding payroll
- Maintains office break room by restocking paper supplies, coffee, and cutlery via monthly trips to wholesale and grocery stores
- Maintains company lockbox
- Maintains and updates company Holiday Gift list with companies' contacts and current addresses annually
- Maintains holiday gift receipt list to send out thank you cards to all senders annually
- Contacts other employees with assignments, comments, or other reasons on behalf of the executives
- Orders lunch for company meetings or other functions (e.g., Variance Meetings…)
- Supervises and maintains filing system protocol for APM rental properties, Advisory Services, and Development.
- Maintains office building elevator permits/fire permits. I am coordinating annual inspections and the application process.Company Perks & Benefits:
- 100% Employer-Provided Health Insurance, Life Insurance, and Long-Term Disability.
- Dental and Vision Insurance.
- Flexible Spending Accounts.
- Paid Time-Off/Holidays.
- 401(k) Retirement Plan.
- Employee Referral Program.
- Employee Assistance Program.
- Employee Discounts Program.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- On call
- Weekend availability
Ability to commute/relocate:
- Miami, FL 33150: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- What are your salary expectations per year?
Work Location: One location
About Atlantic Pacific Companies
CEO: Howard D. Cohen
Revenue: $1 to $5 million (USD)
Size: 1001 to 5000 Employees
Type: Company - Private
Website: http://www.apcompanies.com
Year Founded: 1946