Executive Assistant / Receptionist
Administration - MIAMI, Florida (Hybrid)
WMX
What’s the deal?
A fast-paced boutique advertising agency in the fun and exciting Midtown District of sunny Miami, Florida, is seeking an organized, polished, and proactive Executive Assistant / Receptionist. If a great location, knowledgeable and professional coworkers, or a good place to work are appealing, then WMX is the place for you.
Who are we looking for?
We seek to hire an Executive Assistant / Receptionist to support agency leadership, manage front-office operations, and help ensure a professional and efficient experience for employees, clients, vendors, and visitors.
The ideal candidate is highly organized, dependable, personable, and comfortable working in a fast-paced agency environment. This role requires strong communication skills, excellent attention to detail, sound judgment, and the ability to handle sensitive information with discretion. The Executive Assistant / Receptionist will balance executive administrative support with receptionist and office-coordination responsibilities.
Essential Job Functions:
- Provide day-to-day administrative support to executive leadership, including calendar management, meeting coordination, travel arrangements, expense reporting, and preparation of documents and presentations.
- Manage executive calendars, schedule internal and external meetings, coordinate conference calls and video meetings, and help ensure leaders are prepared for daily priorities.
- Monitor, organize, and respond to or route incoming communications, requests, and follow-up items on behalf of executive leadership as appropriate.
- Greet clients, vendors, candidates, and other visitors; maintain a welcoming, professional, and organized front-office environment.
- Answer, screen, and route incoming phone calls and general inquiries in a friendly and professional manner.
- Coordinate meeting logistics, including conference-room scheduling, technology setup, catering, supplies, visitor access, and meeting materials.
- Draft, edit, proofread, format, and distribute correspondence, reports, agendas, meeting notes, presentations, and other business materials.
- Maintain organized digital and physical files, contact lists, office records, and confidential documents.
- Track action items, deadlines, and follow-ups; coordinate with internal teams and external partners to help ensure timely completion.
- Coordinate office supplies, deliveries, incoming and outgoing mail, vendor requests, and general office needs.
- Support employee onboarding, internal events, team meetings, company celebrations, and culture initiatives as needed.
- Assist with invoice, expense, purchase-order, and vendor-document organization as needed.
- Partner with internal departments to facilitate clear communication, maintain smooth office operations, and support agency-wide initiatives.
- Identify opportunities to improve administrative processes, office organization, and workflow efficiency.
- Handle confidential business, financial, and personnel-related information with a high degree of discretion.
- Perform other administrative, reception, and operational duties as assigned.
Requirements:
- Associate’s or bachelor’s degree in Business Administration, Communications, Hospitality, Office Management, or a related field preferred; equivalent professional experience will be considered.
- 3+ years of experience as an Executive Assistant, Administrative Assistant, Receptionist, Office Coordinator, or in a similar professional support role.
- Experience supporting senior executives and agency leadership in a fast-paced professional-services environment is preferred.
- Proficiency with Microsoft Office.
- Experience coordinating calendars, meetings, travel, office logistics, and multiple administrative priorities.
- Familiarity with expense reporting, invoice tracking, vendor coordination, or basic office financial administration is a plus.
- Legal status to work in the USA is a must-have.
Competencies:
- Proactive, solution-oriented, dependable, and a team player.
- Strong verbal and written communication skills.
- Professional, polished, and client-service-oriented demeanor.
- Excellent organizational, time-management, and prioritization skills.
- Ability to manage multiple priorities in a fast-paced agency environment.
- Detail-oriented with strong proofreading and follow-through skills.
- Strong interpersonal skills and confidence interacting with executives, employees, clients, vendors, and visitors.
- Ability to exercise discretion and maintain confidentiality.
- Willingness to learn, be flexible, and support the team where needed.
Any other requirements?
A good attitude and a desire to learn are always a plus, but having the necessary skills and experience is required.
Job Type: Full-time.
FLSA Classification: Non-Exempt.
Salary commensurate with experience.
Location: Miami, Florida
Office-based position.
Only Local South Florida (Miami-Dade and Broward Counties) Candidates.
Who are we, exactly?
WMX, founded in 1999 and based in Miami, Florida, is a full-service agency specializing in performance marketing, media strategy, analytics, and creative services. With deep expertise in travel, hospitality, tourism, and lifestyle brands, WMX helps clients connect with the right audiences and drive measurable business results.
WMX offers all employees a generous benefits package. Medical, vision, dental, short-term disability, long-term disability, and basic life insurance monthly premiums are 100% paid for employee-only coverage. Family plans for children and spouses are available at competitive pricing. Benefits include 15 PTO days annually that increase each year, paid holidays, birthdays off, Summer Fridays, gym plan, and an amazing company culture.
NO RECRUITERS, PLEASE.
Please look at our company culture on our Instagram account: https://www.instagram.com/wearewmx/
