Administrative Assistant

About the Role

AlphaStaffHCM's client, a rapidly growing investment firm specializing in alternative real estate asset classes, is seeking an Executive Assistant to serve as the right hand to their Chief Operating Officer (COO). This is a full-time, onsite role in Miami Beach, FL, reporting to the COO and CEO. This is a new, deliberately different role focused on actively participating in meetings, tracking commitments, and driving operational projects, rather than traditional calendar and inbox management. The role also encompasses executive and personal assistance, alongside running the Miami Beach office.

Key Responsibilities

• Meeting Support & Follow-Through
• Attend COO's internal and external meetings, taking clear, accurate, and well-organized notes.
• Convert notes into concise summaries, decision records, and action lists distributed promptly.
• Track every commitment made to and by the COO, following up with owners across the business until each item is closed.
• Prepare the COO ahead of meetings with agendas, prior notes, background, and relevant open items.
• Maintain an organized, searchable record of meetings, decisions, and outstanding items.
• Operations, Projects & Process Improvement
• Serve as the COO's right hand on projects, following up with departments and keeping work moving to completion.
• Attend acquisition team meetings and partner with accounting and asset management teams on operational needs.
• Help revamp infrastructure and internal processes, documenting new workflows as they are built.
• Support AI and automation projects that increase team efficiency.
• Calendar & Scheduling
• Proactively manage the COO's daily calendar across internal meetings, investor calls, property visits, and personal commitments.
• Anticipate and resolve scheduling conflicts, reprioritizing as business needs shift.
• Coordinate meeting logistics end-to-end, including agendas, materials, dial-ins, and room or venue arrangements across multiple time zones.
• Work closely with Executive Assistants to the CEO and Chief Investment Officer to coordinate shared calls.
• Communications & Administrative Support
• Manage and triage the COO's inbox, flagging priority items and drafting responses.
• Screen calls and messages, serving as a first point of contact and routing requests.
• Prepare correspondence, presentations, and briefing materials.
• Handle closing documents and serve as notary for the principals (Florida notary commission will be sponsored if not held).
• Travel Coordination
• Plan and book business travel, including commercial and private aviation, hotels, ground transportation, and detailed itineraries.
• Troubleshoot changes, delays, or emergencies in real time, including outside business hours.
• Manage travel documentation (passports, visas, Global Entry, loyalty programs) and keep it current.
• Personal Support
• Handle a limited range of personal errands and tasks for the CEO and COO, including appointments, reservations, gifts, and occasional family scheduling.
• Treat personal and business matters with equal care, discretion, and attention to detail.
• Office Management
• Oversee day-to-day Miami Beach office operations, ensuring the workspace is organized, well-stocked, and running smoothly.
• Manage relationships with building management, vendors, and service providers (cleaning, maintenance, IT, catering).
• Greet and assist visitors, clients, and new hires.
• Expense & Records Management
• Process expense reports and reconcile corporate card statements accurately and on time.
• Maintain organized digital filing systems for contracts, documents, and correspondence.

Requirements & Tech Stack

• Microsoft 365 proficiency (Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneNote)
• Ability to learn new platforms quickly without hand-holding.
• Florida notary commission (sponsored if not held)
• Valid driver's license and access to a car.

Qualifications

• Bachelor's degree; recent graduates are welcome and encouraged to apply.
• Strong computer skills.
• Excellent written English, with the ability to produce clear meeting notes and correspondence.
• Takes direction well and is comfortable with close daily guidance and course correction while learning the business.
• Exceptional discretion and confidentiality.
• Outstanding organization and attention to detail, especially around notes, commitments, deadlines, and scheduling.
• Strong responsiveness, including outside standard hours when there is genuine urgency.
• Calm under pressure, with a "no task too big or small" attitude and the judgment to flag problems early.
• Able to work onsite in Miami Beach five days a week.

Nice To Have Qualifications

• Practical experience with AI tools, and the judgment to verify their output.
• Prior administrative, operational, or executive support experience.
• Experience with automation or project management tools.