Executive Assistant And Office Manager

Provide comprehensive administrative support to the Executive Office of Apex Capital in Miami, ensuring an efficient, organized, and professional work environment. The position is responsible for the proper management of travel, expenses, vendors, maintenance, logistics, meeting coordination, and operational support to the CEOs and senior executives of the corporate group.

Responsibilities

Administrative Management

• Control and follow-up of corporate and travel expenses.
• Consolidate and submit financial information to the Finance Department.
• Manage corporate cards, expense reports, and reimbursement requests.
• Coordinate travel arrangements, including hotel bookings, flights, ground transportation, and travel insurance.

Office Operations Coordination

• Supervise the general order and functionality of the office, ensuring a professional environment.
• Oversee cleaning staff to maintain common areasespecially the kitchen and meeting roomsin optimal condition.
• Manage office supplies, materials, and kitchen inventory.
• Supervise property management, maintenance, and external service providers (internet, cleaning, insurance, etc.).
• Handle vendor relations, including contracts, visits, and administrative support.

Executive Support

• Provide direct administrative assistance to the CEOs and executive team.
• Coordinate calendars, schedules, meetings, and boardroom use, ensuring timeliness and organization.
• Support logistics for executive meetings, including materials, refreshments, equipment, and technical coordination.
• Welcome and assist visiting partners or executives from other business units.
• Facilitate communication with other executive assistants and support staff across the group's companies.
• Offer guidance and basic onboarding for new executives or frequent visitors to the Miami headquarters.

Bachelor's degree in Business Administration, International Business, or a related field.

Minimum of 5 years of experience in administrative or executive assistant roles, preferably within private equity or corporate environments.

Proven experience managing corporate travel, expense control, vendor relations, and administrative operations.

Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook).

General knowledge of basic accounting processes and expense control (nice to have).

Strong organizational skills, discretion, and attention to detail.

Excellent command of English and Spanish (C1 level in both).

Ability to coordinate multiple tasks simultaneously with high accuracy.

Effective communication skills, proactivity, and strong internal customer service orientation.

Demonstrated ability to work with senior executives while maintaining strict confidentiality.

Experience managing property management, insurance, vendor coordination, and general office maintenance.

Collaborative and dynamic work environment.

Continuous professional development and growth opportunities.

Flexible schedule promoting worklife balance.

Planning and organization.

Assertive communication.

Attention to detail.

Proactivity and problem-solving.

Confidentiality and discretion.

Results-oriented mindset.

Strong interpersonal relationships.

Grupo Mariposa's mission is to nurture growth and foster sustainability within the global food and beverage industry. We are committed to excellence through disciplined management, innovative practices and dynamic culture that embraces change.

Grupo Mariposa is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.