Executive Administrative Assistant
8 days ago
Miami
Job Description Executive Administrative Assistant Reports To: Chief Operating Officer (COO) Department: Administration Pay Band: 2 – Exempt Effective Date: Jan. 2026 Position Summary The Executive Administrative Assistant – Operations provides high-level administrative and operational support to the Chief Operating Officer (COO) and Operations staff, while also supporting Planning & Development and Procurement functions. This position plays a central role in coordinating operational activities, managing documentation, supporting projects, and serving as a liaison among internal departments and external stakeholders. The role requires strong organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a dynamic environment. Key Responsibilities • Provide executive-level administrative support to the COO and Operations leadership, with additional support to Planning & Development and Procurement as needed and provide backup support for CEO and Sr. Executive Advisor to CEO as necessary., • Coordinate and manage operational records, files, contracts, plans, surveys, proposals, and project documentation., • Serve as a liaison between Operations, Planning & Development, City departments, vendors, consultants, developers, property owners, and the public., • Submit, track, and follow up on permits, plans, warrants, and operational or development-related documentation., • Process invoices, reimbursements, direct purchase orders (DPOs), and other financial or procurement-related documents, including monthly pCard reconciliations., • Prepare agendas, meeting materials, minutes, correspondence, reports, and memoranda for operational and development-related meetings., • Manage calendars, schedule meetings, coordinate logistics, and arrange travel for the COO and Operations leadership., • Receive, review, and route incoming correspondence; respond to routine inquiries and requests for information., • Conduct research and compile information in support of operational initiatives, development activities, and special projects., • Draft and edit letters, summaries, reports, and assist in the development of presentations for executive and operational use., • Track operational and development projects; follow up with senior staff to ensure timely completion of action items., • Track and manage the fleet services contract, • Manage electronic and physical filing systems to ensure accurate, secure, and accessible records., • Perform data entry for contract management software, including creation of contract and Certificate of Insurance files, track and assist with coordination and follow-up of due dates and deliverables with stakeholders, management staff, and outside parties., • Monitor contracts, compliance documents, and required materials for operational and development projects., • Assist with real estate and property records research., • Provide operational and planning-related information to internal stakeholders and the public, as appropriate., • Schedule, prepare for, attend, and document bid openings, assist in evaluation committee meetings, and operational procurement activities., • Support Procurement by researching vendors, maintaining vendor and bid records, and organizing bid submissions., • Receive, log, date-stamp, and organize bid responses and quotations for review., • Assist with permitting, project coordination, and basic project management tasks as assigned., • Provide receptionist and front-office support as needed. Required Knowledge, Skills and Abilities: • Knowledge of administrative, accounting, purchasing, and procurement procedures., • Proven experience providing executive or senior-level administrative support., • Strong understanding of office management systems and operational workflows., • Proficiency in Microsoft Office and related office and collaboration tools., • Excellent verbal and written communication skills., • Strong organizational, planning, and time-management abilities., • Ability to manage multiple priorities, work independently, and exercise sound judgment., • High level of professionalism, discretion, and confidentiality., • Familiarity with modern office technology and applications., • Ability to take and transcribe dictation accurately. Education and Experience • Education: High school diploma or equivalent required; two years of college preferred., • Experience: Two to four years of progressively responsible administrative or executive support experience. Physical and Work Requirements • Physical Effort: Light physical effort required, including occasional lifting of 10–20 pounds., • Working Conditions: Standard office environment with minimal exposure to unpleasant conditions.