Administrative Assistance

Administrative & Executive Support Coordinator

Location: Midtown Miami, FL
Salary: Commensurate with experience

Position Summary

We are seeking an organized, proactive, and detail-oriented Administrative & Executive Support Coordinator to provide administrative support to our executive team while helping manage the day-to-day operations of our office.

This is an excellent opportunity for someone who enjoys coordinating travel, managing multiple priorities, supporting executives, and contributing to a collaborative, fast-paced environment. The ideal candidate is resourceful, dependable, and takes pride in delivering exceptional administrative support.

Key Responsibilities

Executive & Office Support

• Manage executive calendars, meetings, and appointments.
• Coordinate mail and package pickups between office locations.
• Maintain organized electronic and physical filing systems.
• Prepare business correspondence, reports, and presentations.
• Maintain executive contacts and assist with VIP communications, holiday greetings, and special acknowledgements.
• Support general office operations and administrative projects.

Administrative & Financial Support

• Prepare and process expense reports for executives and staff.
• Organize receipts, invoices, and supporting accounting documentation.
• Assist with monthly and quarterly administrative tasks.
• Provide administrative support for athlete management and sports agency requests.

Travel & Logistics

• Coordinate commercial and private travel for executives, professional athletes, athletic support staff, and office personnel.
• Book flights, hotels, ground transportation, and travel itineraries.
• Research restaurants, pharmacies, dental offices, dry cleaning, laundry services, and other destination resources.
• Coordinate office meetings, dinners, and special events.

Qualifications

• 3–5 years of administrative or executive support experience.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with expense reporting software is preferred.
• Professional, dependable, and able to handle confidential information with discretion.
• Experience coordinating executive travel is an asset.
• Bilingual English/Spanish is preferred.