Executive Office Administrator

Are you interested in joining an organization with a global reach? In a world of shifting threats, Concentric is your trusted ally. Powered by elite professionals from military, government, and intelligence backgrounds. If you are passionate about intelligence, risk analysis, threat management, executive protection, security operations, or business resiliency, Concentric may be the organization you’ve been searching for!

Concentric is a risk consultancy specializing in delivering strategic security and intelligence services. We provide holistic, intelligent security solutions for private clients and corporations globally. Concentric offers strategic advisory services, risk assessments, physical protection, threat intelligence, open-source monitoring, program audits, secure embedded staffing, and training for security teams and intelligence analysts.  

Our ultimate goal is to be recognized as the most innovative, capable, and trusted Risk Management partner in the world, and we do this by following these core values: 
 
Integrity – Collaboration - Relationships – Excellence – Creativity - Results  

Join Us,

Concentric - "Your World Secured"

We are currently seeking to hire an Executive Office Administrator to join our client’s team directly in Miami, Florida.

• This is a full-time, on-site position. Workdays and hours are Monday through Friday, 9:00 a.m. to 5:00 p.m. Evening and weekend work may be required as job duties demand.

JOB DESCRIPTION

We are seeking a proactive and detail-oriented Executive Office Administrator to oversee the daily administrative, operational, and facility functions of our Miami Beach office. This role requires strong organizational skills, the ability to manage multiple priorities, and the professionalism to serve as the central resource for office services. The Executive Office Administrator will coordinate vendors, manage office resources, support HR and compliance processes, provide notary services, and ensure that the workplace runs smoothly and efficiently.

RESPONSIBILITIES
Office Services and Administration

• Oversee daily office operations, including supplies, vendors, mail, couriers, and facility needs
• Serve as the first point of contact for staff and visitors, ensuring a professional office environment
• Manage communication flows: answering phones, handling correspondence, and directing inquiries
• Organize and maintain physical and electronic filing systems
• Manage office equipment, liaise with IT support providers, and coordinate repairs or upgrades
• Maintain compliance with office safety and regulatory requirements
• Support onboarding of new hires, including workspace setup and HR documentation
  

Project and Event Coordination

• Plan and coordinate internal meetings, training sessions, and company events
•  Track office-related projects, ensuring deadlines and deliverables are met
•  Assist with corporate communications and distribution of company-wide updates

Financial and Reporting Support

• Process invoices, vendor contracts, and expense reimbursements
• Maintain accurate records for office-related budgets and expenditures
• Assist with preparing administrative and compliance reports

Notary Services

• Serve as a commissioned Notary Public in Florida
• Witness and notarize official company and client documents in accordance with state requirements 
• Maintain a notary log and ensure compliance with all notarial laws and standards

REQUIRED QUALIFICATIONS

• Bachelor’s degree in Business Administration, Office Management, or related field preferred
• 5+ years of office administration, facilities, or operations experience
• Notary Public commission in the State of Florida (or ability to obtain within 60 days of start date)
• Strong organizational, problem-solving, and multitasking skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with office management systems, HR support, or compliance documentation is a plus
• Excellent communication and interpersonal skills with a customer-service mindset
• Ability to maintain confidentiality and demonstrate professionalism at all times
• Ability to travel up to 5% of the time

PREFERRED QUALIFICATIONS

• Bilingual fluency in English and Spanish strongly preferred. Candidates with the ability to communicate effectively in both languages in professional settings will be given priority consideration
• Experience working in high-end professional environments, family offices, or luxury service industries with exposure to executive-level clientele and confidential operations
• Advanced proficiency in office management software, project management tools, and financial tracking systems beyond the basic Microsoft Office Suite
• Background in vendor management, contract negotiation, and facilities coordination, with demonstrated ability to manage multiple service providers and maintain quality standards
• Professional certifications in office administration, project management (PMP), or facilities management, along with experience in HR support functions and compliance documentation

COMPENSATION & BENEFITS

• Medical, dental, and vision insurance
• Paid time off and holidays
• Professional development and training opportunities
• Collaborative and supportive work environment in Miami Beach

Concentric and SPS Global acknowledge the systemic barriers in the security industry and recognize that removing those barriers will require a collaborative and conscious effort. Concentric and SPS Global are committed to programs and initiatives that promote diversity, equity, and inclusion, enhancing our organization and the broader community. We are creating a diverse environment and are proud to be an equal opportunity employer. We encourage people from all backgrounds to apply. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 

Concentric Advisors and SPS Global are committed to protecting the privacy and security of all applicants who submit personal information to us. You can access our GDPR and CCPA policy by clicking the GDPR button at the bottom of our career page.