Workplace Experience & Executive Administration

Newlink is an international engagement consulting firm with more than 25 years of experience, specializing in multiple centers of expertise, including Brand, Culture, and Reputation . We create the engagement that organizations, brands, and individuals need to thrive in today's hyperconnected and constantly evolving world. About the Job This role is responsible for overseeing the day-to-day operations of the US office while providing administrative support to the CEO. This role combines office operations, facilities coordination, employee support, vendor management, travel coordination, and workplace administration with executive support activities, including calendar management, meeting coordination, executive communications, and follow-up on strategic business initiatives. The ideal candidate is highly organized, proactive, detail-oriented, and able of managing multiple priorities with sound judgment, while maintaining a professional and service-oriented approach. Key Responsibilities Office Operations & Administration Oversee the day-to-day operations of the US office, ensuring a professional, organized, and efficient work environment Manage office supplies, equipment, common areas, kitchen inventory, and workplace amenities Coordinate office maintenance, repairs, cleaning services, and vendor relationships. Manage office access cards, parking passes, visitor registrations, and incoming correspondence Support office projects, renovations, relocations, and infrastructure initiatives Coordinate business travel arrangements for employees across the US and LATAM Assist with office events, client visits, employee engagement activities, and meeting logistics Maintain office documentation, contact lists, organizational charts, holiday calendars, and workplace information in company systems Support emergency preparedness initiatives and office safety procedures Collaborate with the People department to handle Miami office communications related to building updates, employee birthdays, anniversaries, and special occasions. Provide ongoing support to office staff with general administrative tasks needed to ensure smooth day-to-day operations. Assist with any special projects assigned by the Office Manager or Infrastructure department. Executive Support to the CEO Manage the CEO's calendar, appointments, travel arrangements, and scheduling priorities Coordinate meetings with clients, leadership teams, and external stakeholders Prepare agendas, meeting materials, presentations, and supporting documentation for executive meetings Attend client, leadership, and senior management meetings; record minutes, key decisions, and action items Track and follow up on action items with the CEO and relevant stakeholders to ensure timely completion of commitments and deliverables Draft, edit, and prepare emails, presentations, reports, and other business communications on behalf of the CEO Serve as a liaison between the CEO and internal and external stakeholders Assist with special projects, research, and strategic initiatives as assigned Handle confidential and sensitive information with the highest level of discretion and professionalism Skills Office Operations & Coordination: Skilled in overseeing workplace operations, vendor management, facilities coordination, and administrative processes Executive & Administrative Support: Ability to manage executive priorities, coordinate meetings, prepare communications, and provide high-level administrative support Communication & Stakeholder Management: Excellent written and verbal communication skills with the ability to build effective relationships across all levels of the organization and with external partners Organization & Priority Management: Strong ability to manage competing priorities, coordinate multiple activities, and deliver quality work within deadlines Professionalism, Discretion & Problem Solving: Demonstrates sound judgment, handles confidential information with discretion, and proactively identifies and resolves issues Experience & Qualifications 2- 3+ years of experience in Office Administration, Office Coordination, Executive Assistance, or a related role. Bilingual required (ENG/SPA) Proficiency with Microsoft Office Suite, Outlook, Teams, SharePoint, PowerPoint, and collaboration and AI tools such as Notion, Microsoft Copilot, etc. Experience supporting senior leaders or executives preferred. Ability to operate in a dynamic environment that requires responsiveness, sound judgment, and work independently High level of professionalism, discretion, and attention to detail. J-18808-Ljbffr