Administrative Assistant

Coral Gables,
Personal Assistant
Full Time, Live Out
Contact Us-
Job ID: 16292754
Recruiter: melissa

Private client home office, located in Coral Gables, Florida, is seeking a highly motivated and skilled Administrative Assistant to join their team. The ideal candidate will be a team player with strong organizational skills, critical thinking abilities, and excellent time management. If you are a proactive problem solver with exceptional attention to detail and a positive, can-do attitude, this could be a great opportunity!


As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of the office and supporting various functions within the company. Your responsibilities will include, but are not limited to:

  • Administrative Skills: Perform various administrative tasks such as basic bookkeeping, managing multiple deadlines, calendar management, document organization and filing, document composition (Word and Excel), scanning, faxing, emailing, and answering phones.

  • Document Management: Establish and maintain a robust filing system for financial, business, and personal documents in compliance with federal, state, and local agency requirements.

  • Team Support: Act as a team player by running errands as needed (e.g., to Whole Foods, FedEx, post office), performing light food preparation, surface cleaning, and assisting with special events.

  • Financial Support: Assist the Financial Business Manager and Accountant in locating and updating documents within the filing system, perform light bookkeeping tasks, and process accounts payables/receivables.

  • Record Keeping: Organize and post invoices, credit card receipts, cash receipts, banking deposits, and withdrawals.

  • Communication: Handle incoming calls and other communications professionally and efficiently.

  • Office Maintenance: Maintain common areas and staff offices by organizing, light cleaning, and restocking supplies.

  • Adaptability: Be adaptable to changing paces and environments, balancing multiple tasks while maintaining accuracy.

  • Flexibility: Perform various roles and willingly take on duties that may fall outside the typical office assistant responsibilities.

  • Confidentiality: Exhibit the utmost integrity by maintaining a high level of confidentiality.


  • Strong computer skills and proficiency with general office equipment.
  • Proficiency in Microsoft Office, specifically Excel and Word.
  • Excellent oral and written communication skills.
  • Ability to pass a full background check.
  • Legally eligible to work in the U.S.
  • Fluent in English (Spanish proficiency is a plus).
  • Must possess a valid driver's license and have reliable transportation.

Preferred, but not required:

  • Proficiency in QuickBooks.
  • Proficiency in Outlook.
  • Background in finance, accounting, or business.
  • Proficiency in Google Suite.


  • Health, dental, and life insurance (available after a 60-day waiting period).
  • Paid Time Off (PTO).
  • 6 holidays.


  • Monday to Friday, 10:30 AM to 7:00 PM (must be flexible and willing to stay late as needed).


Position Compensation

  • Salary: $30+ DOE