Administrative Assistant

Our long standing client, an established single family office in Boca Raton, is seeking an Office Administrative Assistant.This position is in the office 5 days a week. Excellent benefits are available along with Summer Fridays. Job PurposeThe Office Administrative Assistant is responsible for supporting daily administrative functions to enhance the productivity of the office. By assisting with various clerical tasks and ensuring smooth office operations, the Office Administrative Assistant helps create an efficient and welcoming environment for staff.Essential Duties & Responsibilities Provide administrative support to ensure efficient office operationsManage calendars and schedule appointments/meetings for principals and senior staffCoordinates logistics for meetings, ensure all necessary refreshments, documents and electronic connections are prepared in advanceAssist with travel arrangementsMaintain and file records in SharePoint, ensuring data accuracy and confidentialityMaintain kitchen and office space, to include purchasing and restocking of suppliesMonitor working order of office equipment and HVAC systems, and place service calls when necessary.Answers phones, screen calls, and redirects as appropriateResponsible for all incoming and outgoing mail, FedEx and UPS shipmentsAssist with minor bookkeeping and accounting functions (back up for AP process)Maintain confidentiality and discretion with all materials and relationshipsWork closely and support colleagues as neededDesired Skills & QualificationsAssociate's degree.3-5 years of experience providing administrative and executive support servicesExperience with Office 365 suite, Microsoft Teams, Zoom, etc.Proficient in MS Office suite, especially SharePoint and office equipment such as photocopier, scanner, etc.Detailed oriented with strong organizational skillsAble to multi-task and prioritize tasksAbility to work independently and hold yourself accountablePro-active attitude and take initiativeExcellent time managementStrong verbal and written communication skillsInterpersonal skillsProblem solving skillsAbility to adapt to changing situations and prioritiesAbility to learn quickly, develop new skills, interact with management and co-worker and resolve challenges independently.

Created: 2025-03-06