Personal Assistant

Job Overview

We are seeking a dynamic and highly organized Personal Assistant to provide comprehensive administrative support to senior executives and ensure the smooth operation of daily activities. This role is vital in managing schedules, coordinating projects, handling confidential information, and facilitating effective communication across teams. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to help executives stay focused on strategic priorities while maintaining efficiency and professionalism.

Responsibilities

• Manage and coordinate complex calendars, including scheduling meetings, appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and other productivity software.
• Provide executive administrative support by preparing correspondence, reports, presentations, and proofreading documents with precision.
• Organize and facilitate events, meetings, and conferences from planning stages through execution, ensuring all logistics are handled seamlessly.
• Handle internal communication efficiently across departments to ensure timely dissemination of information.
• Perform data entry, filing, and clerical tasks using multi-line phone systems, Office management software like QuickBooks and Microsoft Office Suite.
• Assist with bookkeeping responsibilities such as invoice processing and expense tracking using QuickBooks or similar accounting tools.
• Support project coordination efforts by tracking deadlines, preparing agendas, taking minutes, and ensuring project milestones are met.
• Maintain confidentiality when handling sensitive information related to business operations or personal matters of executives.
• Coordinate business travel arrangements including flights, accommodations, transportation, and itineraries with attention to detail.
• Utilize video conferencing software for virtual meetings while managing technical setup to ensure smooth communication.

Skills

• Proven experience as a Personal Assistant or Executive Assistant with strong office management skills.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), productivity software, and technical tools such as DocuSign and video conferencing platforms.
• Strong typing skills combined with exceptional proofreading and transcription abilities.
• Experience with bookkeeping software like QuickBooks for financial record keeping and data entry tasks.
• Effective communication skills including phone etiquette and internal communication practices.
• Ability to handle confidential information discreetly while demonstrating professionalism at all times.
• Skilled in event planning, project management, and collaboration with C-suite executives or senior leadership teams.
• Knowledge of office procedures such as filing systems, multi-line phone systems, and customer service best practices.

This paid position offers an exciting opportunity to be an integral part of a vibrant team dedicated to operational excellence. If you thrive on organization, enjoy supporting leadership teams, and possess a proactive mindset—apply now to join us!

Job Types: Full-time, Part-time

Pay: $23.12 - $43.00 per hour

Work Location: In person