Executive Assistant and Office Manager

Provide comprehensive administrative support to the Executive Office of Apex Capital in Miami, ensuring an efficient, organized, and professional work environment. The position is responsible for the proper management of travel, expenses, vendors, maintenance, logistics, meeting coordination, and operational support to the CEOs and senior executives of the corporate group.

Responsibilities

Administrative Management

• Control and follow-up of corporate and travel expenses.

• Consolidate and submit financial information to the Finance Department.

• Manage corporate cards, expense reports, and reimbursement requests.

• Coordinate travel arrangements, including hotel bookings, flights, ground transportation, and travel insurance.

Office Operations Coordination

• Supervise the general order and functionality of the office, ensuring a professional environment.

• Oversee cleaning staff to maintain common areas—especially the kitchen and meeting rooms—in optimal condition.

• Manage office supplies, materials, and kitchen inventory.

• Supervise property management, maintenance, and external service providers (internet, cleaning, insurance, etc.).

• Handle vendor relations, including contracts, visits, and administrative support.

Executive Support

• Provide direct administrative assistance to the CEOs and executive team.

• Coordinate calendars, schedules, meetings, and boardroom use, ensuring timeliness and organization.

• Support logistics for executive meetings, including materials, refreshments, equipment, and technical coordination.

• Welcome and assist visiting partners or executives from other business units.

• Facilitate communication with other executive assistants and support staff across the group’s companies.

• Offer guidance and basic onboarding for new executives or frequent visitors to the Miami headquarters.