Administrative Specialist (Miami, FL)

Role summary

Administrative Specialist (Miami, FL) is a full-time role at AEG Leasing & Logistics in Miami, Florida, United States (on-site). Posted 2026-11-11. Experience level: 0-2. No degree required.

Job title

Administrative Specialist (Miami, FL)

Company

AEG Leasing & Logistics

Location

Miami, Florida, United States

Work arrangement

on-site

Employment type

full-time

Category

Administrative

Experience level

0-2

Degree required

No

Date posted

2026-11-11

Job description

Equal Employment Opportunity Statement

AEG Fuels is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, military status, marital status, pregnancy, or any other characteristic protected by applicable federal, state, or local law.

AEG Fuels is committed to providing reasonable accommodation to qualified individuals with disabilities throughout the recruitment process and employment relationship. If you require accommodation to participate in the application process, please contact Human Resources.

Company Description

Associated Energy Group, LLC (AEG Fuels) is a global aviation fuels and services supply chain management company. The company’s core business is the marketing and financing of fuel supply and logistics solutions for the world’s largest airlines, militaries, and corporate operators.

AEG Fuels serves its clients through a network of longstanding relationships with subcontracted parties around the world. Customers are afforded the benefits of negotiated fuel and throughput pricing based on AEG Fuel’s aggregate volume within a network of over 3,000 airports as well as the company’s specialized expertise in delivering products safely and on-time.

AEG Fuels is dedicated to providing comprehensive support and unparalleled 24/7 service around the world. 50 different nationalities are represented on AEG’s team and with offices in Miami, Toluca, Medellin, Sao Paolo, London, Dubai,Pretoria, Singapore and Shanghai the company combines a global presence with a local touch.

AEG Core Values

Excellence & Teamwork

Entrepreneurship & Innovation

Respect & Trust

Always Do What’s Right

Position Description

The Administrative Specialist will provide administrative and operational support to AEG Fuels’ Human Resources and Marketing teams, helping coordinate events, organize office activities, and keep daily operations running smoothly. This role will assist with employee engagement initiatives, company meetings, marketing events, and a variety of administrative projects that support both departments.

The ideal candidate is organized, resourceful, and comfortable managing multiple priorities. This individual should be technology savvy, communicate clearly, and bring a proactive approach to solving problems and supporting others. Strong customer service skills, attention to detail, and the ability to follow through on assignments are essential.

Key Responsibilities

Provide day-to-day administrative assistance to both teams, including scheduling, correspondence, document preparation, data entry, and maintaining organized records.

Assist with planning and executing employee activities, company events, training sessions, and marketing initiatives. Coordinate invitations, attendee lists, meeting spaces, catering, supplies, event materials, setup, and follow-up.

Help maintain an organized and welcoming office by monitoring and ordering supplies, replenishing shared spaces, coordinating mail and deliveries, and following up on office service requests.

Coordinate calendars, schedule meetings, reserve conference rooms, prepare materials, and help ensure meeting spaces and technology are ready for use.

Support HR with onboarding logistics, welcome materials, employee recognition activities, and other initiatives that contribute to a positive employee experience.

Assist with preparing, organizing, and distributing presentations, event materials, promotional items, and internal communications under the Marketing team’s direction.

Serve as a helpful point of contact for employees, candidates, visitors, vendors, and other business contacts. Respond professionally to inquiries and direct requests to the appropriate team members.

Communicate with vendors and service providers to confirm arrangements, track deliveries, address routine issues, and support timely completion of requests.

Maintain spreadsheets, contact lists, supply inventories, and project trackers. Organize receipts and invoices for review and keep assigned tasks and deadlines current.

Use office software, collaboration platforms, and shared digital tools effectively. Assist with basic meeting technology setup and coordinate with IT when additional support is needed.

Anticipate needs, research options, resolve routine challenges, and communicate updates when priorities or timelines change.

Handle sensitive employee and business information with discretion and assist with additional administrative projects as needed.

Qualifications and Skills

Previous experience in administrative support, office coordination, customer service, or a similar role.

Strong office skills, including scheduling, professional email correspondence, document preparation, recordkeeping, and accurate data entry.

Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Comfort learning new technology, software applications, and digital tools.

Excellent organizational and multitasking skills, with the ability to manage requests from multiple teams and meet deadlines.

Resourcefulness, sound judgment, and the initiative to address needs and follow through with minimal supervision.

Strong written and verbal communication skills and the ability to interact professionally with employees at all levels.

Excellent customer service skills and a friendly, approachable manner.

Attention to detail, dependability, and discretion when handling confidential information.

Ability to work independently while collaborating effectively with HR, Marketing, and other departments.

Ability to stand, walk, and move throughout operational areas for extended periods.

Ability to lift, carry, push, or move items weighing up to 50 pounds on an occasional basis.

Ability to perform physical activities that may include bending, reaching, climbing stairs, and prolonged periods of standing or walking.

Ability to safely perform the essential physical functions of the position, with or without reasonable accommodation.

Preferred Experience

Experience supporting HR or Marketing teams.

Experience assisting with company events, employee engagement activities, or office meetings.

Familiarity with Canva, event registration platforms, or similar tools used to prepare materials and coordinate activities.