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.