BEL USA LLC is hiring: Executive Assistant in Miami

Executive Assistant to the leadership team at BEL USA LLC

We are seeking a highly organized, resourceful, and proactive Executive Assistant to provide seamless support to multiple senior executives. This role manages complex schedules, coordinates meetings, prepares materials, processes expense reports, and handles a range of administrative functions to ensure day-to-day operations run smoothly.

Essential Functions

• Manage multiple complex calendars, including scheduling, prioritizing, and coordinating meetings across time zones.
• Anticipate scheduling conflicts and proactively resolve them while balancing shifting priorities.
• Coordinate logistics for internal and external meetings, including reserving conference rooms and arranging technology support.
• Prepare presentations, briefing documents, agendas, and supporting materials for executive meetings.
• Capture accurate and detailed meeting notes, document key decisions, and track follow-up action items.
• Conduct background research and compile relevant information to support decision-making.
• Act as a liaison between executives, internal teams, and external stakeholders.
• Draft, proofread, and manage correspondence, reports, and presentations.
• Ensure executives are well-informed and prepared for daily priorities.
• Process and manage executive expense reports, reimbursements, and credit card reconciliations accurately and in a timely manner.
• Coordinate domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Ensure compliance with company travel and expense policies.
• Maintain confidentiality while handling sensitive and strategic information.
• Support ad-hoc projects, events, and executive initiatives as needed.
• Perform all other duties and projects as assigned by a supervisor or manager.

Essential Qualifications

• Education/Certification: High School Diploma, required.
• Experience: 3+ years in an Executive Assistant or similar administrative support role.
• Ability to manage multiple priorities, projects, and stakeholders simultaneously.
• Strong proficiency in Microsoft Office Suite (PowerPoint, Excel, Word).
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and adaptable to shifting priorities.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Experience supporting multiple senior-level executives simultaneously.
• Familiarity with project management and collaboration tools (e.g., Slack, Trello).