Administrative Assistant

Posting Date: 19 Mar 2026

City: Fort Lauderdale

Location:

Fort Lauderdale, FL, US

Contract Type: Permanent

Division: Marine Design & Engineering

Level of experience: Junior

RINA is currently recruiting for a Administrative Assistant to join its office in Fort Lauderdale within the Marine Design & Engineering Division.

Mission

The Administrative Assistant plays a crucial role in managing incoming calls, directing them to the appropriate individuals or departments, and ensuring effective communication within the organization. Additionally, this role involves handling front desk responsibilities and managing mail distribution.

Key Accountabilities

Administrative & Executive Support

Provide day‑to‑day administrative assistance to the Regional Director
Arrange and coordinate meetings, including preparing agendas, taking meeting minutes, and organizing in‑office meals when needed
Generate and format presentations, reports, and other staff materials
Maintain logs, trackers, and documentation for various business support activities
Serve as a liaison between Foreship Americas and internal support functions (IT, Procurement, HR, etc.)

Office Operations & Facilities Coordination

Maintain a clean, organized, and professional office environment
Order and manage office supplies and inventory
Manage incoming and outgoing mail and packages
Greet and assist visitors to the office
Coordinate with building management on repairs, parking passes, access keys, and other facility needs

Travel, Events & Logistics

Support travel arrangements for the team, including flights, hotels, and transportation
Assist with visa applications and documentation for international projects
Coordinate conference logistics (hotels, venues, registrations, etc.)
Plan and support internal team events such as the Summer Event and Christmas Party

Finance & Procurement Support

Create purchase requisitions and assist with procurement processes
Support expense report preparation and verification
Arrange branded workwear and gear for the team

HR & Employee Support

Assist with onboarding new employees, including preparing materials and coordinating setup
Provide administrative support to Project Managers on a project‑by‑project basis

Skills & Competencies

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
Strong organizational skills and attention to detail
Ability to manage multiple tasks and prioritize effectively
Professional communication and interpersonal skills

Education

High School Diploma/GED

Qualifications

- Proven experience as a switchboard operator, receptionist, or in a similar administrative role.
- Excellent communication and interpersonal skills.
- Proficient in using office equipment.
- Strong organizational and multitasking abilities.
- Familiarity with basic computer applications (e.g., email, word processing, spreadsheet software).

Competencies

FORESIGHT & INSIGHT - Context awareness adopting a systemic perspective and informed decision making.
WORKPLACE DYNAMICS - Resourcefulness in shaping progress and working efficiently.
INTERPERSONAL INFLUENCE - Skills and strategies we use to interact effectively with others.
DOMAIN & BUSINESS ACUMEN - Applying a scientific approach and critical thinking in operations and solution development within area of expertise.
PERSONAL EMPOWERMENT - Ownership for life, work and results, striving to grow professionally and personally.

RINA is a multinational company providing a wide range of services in the energy, marine, certification, infrastructure & mobility, industry, research & development sectors. Our business model covers the full process of project development, from concept to completion.

At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. It is the policy of RINA to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy) national origin, age, disabilities, marital status, sexual orientation, genetics, military status, disabled veterans, recently separated veterans, other protected veterans (veterans who served during a war or in a campaign or expedition for which a badge has been authorized), and Armed Forces service medal veteran, or any other characteristic protected by state or federal law. We are strongly committed to this policy and believe in the concept and spirit of the law.

RINA does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of RINA without a prior written search agreement will be considered unsolicited and the property of RINA. Please, no phone calls or emails.