What are the responsibilities and job description for the Executive Office Administrator position at Villa Vie Residences?
The Executive Office Administrator will provide high-level administrative support to the executive team, manage office operations, and oversee essential tasks such as bookkeeping and procurement support. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively. The successful candidate will play a critical role in ensuring the smooth operation of the executive office and contributing to the company's financial and operational success.
Key Responsibilities :
Administrative Support :
Manage the CEO’s schedules, including appointments, meetings, emails and travel arrangements. Assist with replying to messages from LinkedIn, Circle, and other external outlets.
Serve as the primary point of contact for internal and external communications on behalf of CEO.
Coordinate executive team and staff meetings, including agenda preparation, minutes, and follow-ups.
Maintain confidentiality of sensitive information and handle it with discretion.
Assistant Buyer Role :
Assist in researching and sourcing products, materials, and services to meet the company’s needs.
Prepare purchase orders and maintain records of procurement activities. Keep record of all POs, track payment terms, and match invoices with POs in QBs and ensure POs are closed once delivered.
Collaborate with relevant departments to ensure purchases align with operational goals and budgets.
Bookkeeping and Financial Administration :
Assist Accounting team with invoice management, schedule of payment processing, and vendor communication.
Reconcile monthly credit card statements.
Track and report expenses for the executive office.
Office Management :
Oversee daily office operations, including supply ordering.
Manage filing systems, both physical and digital, to ensure organized and secure records.
Coordinate with IT to troubleshoot and resolve office technology issues.
Maintain an efficient and professional office environment.
Assist with clerical items and also greeting guests and vendors for meetings, assist with ordering lunch, providing coffee etc.
Manage and track company expenses for taxes and reporting.
Qualifications : Experience :
Minimum of 5 years of experience in an administrative, bookkeeping, and / or procurement role.
Proven ability to write professionally and eloquently, with a strong command of grammar and style.
Experience with financial software (e.g., QuickBooks) and office productivity tools (e.g., Microsoft Office Suite, Google Workspace); proficiency in Excel is a must.
Must be based in South Florida, or willing to relocate.
Willingness to travel internationally as required, including to locations where the ship is stationed, accompanying the CEO as needed; must have valid passport.
Skills and Competencies :
Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
High level of proficiency in bookkeeping and financial record-keeping.
Detail-oriented with a strong sense of accuracy.
Ability to negotiate and maintain professional relationships with vendors and suppliers.
Familiarity with procurement processes and inventory management.
Ability to handle sensitive and confidential information with integrity.
Work Environment :
Hybrid role and ability to work from home as well as work in Pembroke Pines office as needed.
May require flexibility to work additional hours during peak periods or urgent projects or be on call on weekends when CEO is traveling.
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