Corporate Administrative Assistant Job at Faena Hotels and Residences LLC in Mia

THE FAENA CULTURE

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world's finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.  

JOB OVERVIEW

The Corporate Administrative Assistant provides administrative, organizational, and operational support to the Faena Hotels corporate team. This role serves as a central liaison across hotels, corporate functions, and partners, ensuring seamless communication, exceptional coordination, and efficient management of administrative workflows.
 The ideal candidate is highly organized, detail-oriented, proactive, and capable of working in a fast-paced, luxury-hospitality corporate environment.

DUTIES AND RESPONSIBILITIES 

Executive Support

• Coordinate executive calendars and schedules.
• Manage travel arrangements, including flights, accommodations, itineraries, and ticketing.
• Handle expense reporting, reconciliation, and management of corporate credit cards.
• Support executive workshops and meetings with developers, including preparing agendas, taking meeting minutes, and following up on action items.

Corporate Liaison & Global Coordination

• Serve as the central point of contact between Faena Hotels corporate office and hotel teams worldwide.
• Facilitate communication and coordination across global project offices, partner developers, and internal stakeholders.
• Ensure timely distribution of information, documentation, and updates across international teams.

Corporate Data & Program Management

• Manage and maintain all shared drives, ensuring proper structure, accessibility, and data integrity.
• Organize and maintain project notes, minutes, documentation, and archives.
• Track, manage, and update corporate-level programs, databases, and planning documents.

OS&E Support

• Assist in packaging, receiving, shipping, and invoicing of OS&E materials.
• Serve as the liaison between vendors, buyers, and internal teams to ensure timely coordination and delivery of items.

Office Management

• Coordinate with IT to ensure technology, software, and office systems run smoothly.
• Manage office supplies inventory, procurement, and replenishment.
• Coordinate catering for meetings or company events as needed.
• Submit and monitor work orders for repairs and maintenance issues.
• Manage procurement, maintenance, and repairs of office equipment.
• Assist with tracking vacation schedules for designated corporate teams.

Operations Support

• Assist with document review and preparation for corporate and field operations.
• Manage scheduling and communication between Corporate Operations and Field Operations teams.
• Create and maintain spreadsheets, tracking tools, and data logs.
• Prepare presentation decks, reports, and supporting materials for senior leadership.

Support of Faena Arts

• Provide administrative and logistical support for Faena Arts initiatives, including Art Basel and special projects.

QUALIFICATIONS

• Bachelor's Degree preferred or equivalent work experience.
• Notary Public certification or willingness to obtain.
• Proficiency in Microsoft Excel, Word, PowerPoint, and overall Microsoft Office Suite.
• Strong written and verbal communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Ability to multitask, prioritize, and meet deadlines.
• Strong organizational skills and attention to detail.
• Experience supporting senior executives or working within luxury hospitality preferred.