Executive Assistant (Part‑Time, Miami)
Transak · Miami
Job description
About the role
Transak is looking for a part‑time Executive Assistant to keep physical and administrative workflows running smoothly at its Miami office. The role focuses on mail handling, document preparation, signature coordination, and tracker hygiene, allowing the executive to focus only on final approvals.
Key responsibilities
- Collect and log incoming mail 1–2 times per week, scan and file items, and route urgent items to designated staff.
- Maintain physical document files, prepare wet‑ink signature packets, verify ID, witness and notary requirements, and dispatch originals via tracked courier.
- Coordinate notary appointments, ensure signatures are obtained, scan executed documents, and update shared trackers.
- Track signature deadlines, follow up daily on pending items, and notify owners of execution or delays.
- Schedule routine internal meetings, manage notary meeting logistics, and keep all trackers current and accurate.
- File scanned mail and executed documents using consistent naming conventions and retain physical originals as instructed.
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Transak
Miami