Overview
Administrative Assistant Jobs in Coral Gables, FL at Aquanita Foods
Senior Executive & Operations Coordinator
Location: Miami, FL (In Person)
Employment Type: Full-Time
Compensation: Competitive, based on experience
About the Role
Aquanita Foods is seeking a highly experienced Executive Assistant to serve as the trusted right hand to the company’s ownership. This is not a traditional administrative assistant position. We are looking for a seasoned professional who thrives in a fast-paced environment, anticipates needs before being asked, and can seamlessly manage both executive business responsibilities and select personal affairs with the highest level of professionalism and confidentiality.
The ideal candidate is exceptionally organized, technologically proficient, comfortable managing multiple priorities simultaneously, and capable of working independently with minimal supervision.
Primary ResponsibilitiesExecutive Support
- Manage calendars, meetings, appointments, and travel arrangements.
- Screen and prioritize phone calls, emails, and correspondence.
- Coordinate meetings and follow up on action items.
- Organize digital and physical filing systems.
- Maintain strict confidentiality with sensitive business and personal information.
Operations & Project Coordination
- Track ongoing projects and ensure deadlines are met.
- Coordinate with vendors, attorneys, accountants, contractors, insurance providers, banks, and government agencies.
- Obtain estimates, schedule services, and oversee project timelines.
- Maintain organized records for contracts, warranties, licenses, and insurance documents.
Financial Administration
- Enter expenses into QuickBooks.
- Maintain organized expense documentation.
- Reconcile credit card statements and receipts.
- Create and maintain Excel spreadsheets for budgeting, expense tracking, and reporting.
- Assist with bookkeeping support and administrative financial tasks.
Property & Personal Administration
- Coordinate maintenance and repairs for residential and commercial properties.
- Schedule appointments with contractors and service providers.
- Manage utility accounts and recurring service schedules.
- Run local errands as needed, including visits to banks, government offices, vendors, and properties.
- Assist with personal scheduling and administrative matters for ownership.
QualificationsRequired Experience
- Minimum 3 years supporting senior executives, business owners, or C-level leadership.
- Previous experience as an Executive Assistant, Executive Coordinator, Operations Coordinator, or similar role.
- Experience handling confidential information with professionalism and discretion.
- Strong organizational and project management skills.
- Ability to prioritize multiple projects while meeting deadlines.
Technical Skills
Required:
- Microsoft Excel (advanced)
- Microsoft Word
- Outlook
- PowerPoint
- QuickBooks
- Adobe Acrobat
- Microsoft 365
- ChatGPT or other AI productivity tools
- Electronic document management
Preferred:
- Dropbox
- Trello or project management software
- Canva
- CRM experience
Additional Requirements
- Valid Florida driver’s license.
- Reliable personal vehicle.
- Clean driving record.
- Willingness to travel locally throughout South Florida during the workday.
- Excellent written and verbal communication skills.
- Strong attention to detail.
- High level of integrity and professionalism.
- Bilingual in English and Spanish
The Ideal Candidate
You are someone who naturally creates order out of complexity. You enjoy organizing, solving problems, anticipating needs, and helping executives stay focused on high-value priorities. You are resourceful, calm under pressure, and equally comfortable preparing an Excel report, coordinating a contractor, handling a sensitive phone call, or using AI tools to improve efficiency.
You understand that no two days are alike, and you enjoy the variety that comes with supporting a dynamic leadership team.
What Success Looks Like
Within your first six months, you will have:
- Established organized systems for executive schedules, files, and projects.
- Successfully managed recurring business and personal administrative responsibilities with minimal oversight.
- Improved tracking of expenses, records, and documentation.
- Become a trusted resource for ownership by anticipating needs and proactively solving problems.
- Increased overall operational efficiency through organization, technology, and effective communication.
Compensation & Benefits
- Competitive salary based on experience.
- Paid holidays.
- Paid time off.
- Opportunities for long-term professional growth.
- Work directly with company ownership in a trusted leadership support role.
- Stable, professional, and growth-oriented work environment.
To Apply
Please submit:
- Your resume.
- A brief cover letter describing your experience supporting executives or business owners.
- Professional references.
Applicants with a demonstrated history of long-term employment, exceptional organizational skills, and experience supporting senior leadership are strongly encouraged to apply.
Pay: From $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Experience:
- Administrative Assistant: 2 years (Preferred)
- QuickBooks: 2 years (Required)
Location:
- Coral Gables, FL 33134 (Preferred)
Work Location: In person
Title: Administrative Assistant
Company: Aquanita Foods
Location: Coral Gables, FL
