Personal Executive Secretary

Personal Executive Secretary (Part-Time, Potential for Full-Time)

Job Summary

We are seeking a highly reliable, dedicated Personal Executive Secretary to support a business leader in a fast-paced environment. This part-time role is ideal for someone seeking a stable, long-term partnership. For the right candidate, this role can evolve into a full-time position as responsibilities grow. Must be present every day and fully committed to the role. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and facilitating effective communication across departments. The ideal candidate will demonstrate proactive problem-solving skills, meticulous attention to detail, and the ability to handle confidential information with discretion. Join our team and play a key role in empowering our leadership to achieve organizational success through efficient administrative management.

Key Responsibilities:

• Provide high-level administrative support, managing schedules, meetings, and travel arrangements, including scheduling appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Prepare, proofread, and transcribe correspondence, reports, presentations, and meeting minutes with precision and clarity.
• Organize and facilitate company events and internal meetings by handling logistics such as venue booking, catering, and technical setup.
• Support bookkeeping tasks including data entry, invoicing, expense tracking via QuickBooks or similar software, and managing confidential financial documents.
• Assist with project coordination by tracking deadlines and collaborating with teams to ensure timely completion of initiatives.
• Maintain organized filing systems—both digital and physical—and ensure all records are up-to-date for quick retrieval.
• Facilitate internal communication among all companies to ensure seamless information flow and support collaborative efforts with C-suite executive
• Oversee day-to-day office operations, ensuring smooth workflow.
• Support business growth by being proactive—identify areas of improvement and take initiative to help expand efficiency.
• Be flexible, ready to travel when required, and willing to extend hours as business demands.

Qualifications:

• Proven experience as an executive assistant or personal secretary supporting senior leadership in a fast-paced environment.
• Strong organizational skills with the ability to multitask effectively while maintaining attention to detail.
• Excellent written and verbal communication skills coupled with professional phone etiquette.
• Proficiency in productivity software including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and data entry tools like QuickBooks.
• Demonstrated ability to handle confidential information discreetly and ethically.
• Experience in event planning, project management, bookkeeping, and office management is highly desirable.
• Technical proficiency in video conferencing platforms (Zoom, Microsoft Teams), document signing tools like DocuSign, and multi-line phone systems.
• Ability to work independently with minimal supervision while collaborating effectively within a team environment.
• Strong organizational and time-management skills.
• Proactive mindset, with a focus on driving business growth and improving efficiency.
• Discreet, professional, and drama-free approach to work.
• Must be present every day and fully committed to the role.
• Willingness to travel and adapt to changing schedules or extended hours when needed.

If you are serious, committed, and ready to grow with us, we invite you to apply. Must be presentable, with a professional demeanor, a strong personality, and a clear focus on commitment. Please submit your resume and a brief cover letter outlining your qualifications and why you’re the right fit. We value proactive professionals who thrive on making impactful contributions every day—help us drive success through exceptional administrative support!

Pay: $18.00 - $25.00 per hour

Expected hours: 20.0 – 25.0 per week

Work Location: In person