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Club Med · 11 hours ago

Executive Administrative Assistant

Miami, FL

Full-time

Onsite

Mid Level

Club Med is a global leader in the all-inclusive vacation market, operating upscale resorts and luxury accommodations. They are seeking an Executive Administrative Assistant to support the CEO and executive team with various administrative tasks, ensuring smooth office operations and effective communication.

LeisureTravel

Responsibilities

Coordinate all travel arrangements for the CEO and executive team

Maintain and update the CEO’s calendar, including travel, vacations, and team schedules

Enter expenses into the system promptly for payroll purposes for the Executive Committee Team

Schedule meetings as required

Prepare internal and external communications, such as memos, emails, presentations, and reports

Act as the primary point of contact among executives, employees, clients, and external partners

Process expenses through MSH

Oversee and support all administrative functions in the office to ensure smooth operations

Manage office supplies inventory and place orders when necessary

Coordinate the assignment of captains for Fire/Evacuation plans in the building

Greet visitors and handle incoming and outgoing mail, including FedEx packages

Ensure the postage machine is operational and coordinates with accounting

Assist with office layout planning, office moves and managing IT infrastructure

Manage the office budget

Identify and implement opportunities for process and office management improvements

Offer additional administrative support as needed, including scheduling group meetings, maintaining calendars, conducting research, and preparing reports

Qualification

Executive Administrative SupportMS Office ProficiencyOrganizational SkillsTime ManagementCommunication SkillsDiscretionOffice Gadgets FamiliarityHigh School DiplomaPA Diploma/CertificationConfidentiality