Job Description

About Club Med

• Founded in 1950, Club Med pioneered the all-inclusive vacation concept and has become the global leader in its market. The company embodies an upscale, friendly, and multicultural spirit, operating 70 resorts in some of the most beautiful locations worldwide, as well as a cruise ship and luxury villas and chalets. Club Med is synonymous with dreams and happiness, offering a unique, family-friendly, and upscale all-inclusive experience.

Office Manager and CEO & VP Administrative Assistant

Reporting Structure

The Office Manager and CEO & VP Administrative Assistant reports directly to the CEO and is based in Miami.

Key Missions and Responsibilities

CEO & VP Administrative Assistant

• Coordinate all travel arrangements for the CEO and executive team.
• Maintain and update the CEO’s calendar, including travel, vacations, and team schedules.
• Enter expenses into the system promptly for payroll purposes for the Executive Committee Team.
• Schedule meetings as required.
• Prepare internal and external communications, such as memos, emails, presentations, and reports.
• Act as the primary point of contact among executives, employees, clients, and external partners.
• Process expenses through MSH.

Office Manager

• Oversee and support all administrative functions in the office to ensure smooth operations.
• Manage office supplies inventory and place orders when necessary.
• Coordinate the assignment of captains for Fire/Evacuation plans in the building.
• Greet visitors and handle incoming and outgoing mail, including FedEx packages.
• Ensure the postage machine is operational and coordinates with accounting
• Assist with office layout planning, office moves and managing IT infrastructure.
• Manage the office budget.
• Identify and implement opportunities for process and office management improvements.
• Offer additional administrative support as needed, including scheduling group meetings, maintaining calendars, conducting research, and preparing reports.

Requirements

• Proven experience as an Executive Administrative Assistant supporting C-level executives.
• Excellent proficiency in MS Office applications.
• Superior organizational and time management skills.
• Familiarity with office gadgets and applications, such as e-calendars and copy machines.
• Exceptional verbal and written communication skills.
• Discretion and confidentiality in handling sensitive information.
• High School diploma required; PA diploma or certification is a plus.

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