PERSONAL ASSISTANT / EXECUTIVE SUPPORT

Job Overview
We are seeking a dynamic and highly organized Personal Assistant to provide comprehensive support to our executive team. This role is vital in ensuring smooth daily operations, managing schedules, coordinating projects, and handling a variety of administrative tasks with precision and professionalism. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to facilitate efficient office functioning and executive productivity. This paid position offers an exciting opportunity to be an integral part of a vibrant organization dedicated to excellence and growth.

Responsibilities

• Manage and maintain complex calendars, scheduling meetings, appointments, and events with precision using tools like Microsoft Outlook Calendar and Google Workspace.
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.
• Handle correspondence via phone, email, and other communication channels with professionalism and courtesy, demonstrating excellent phone etiquette.
• Prepare, proofread, and transcribe documents such as reports, memos, presentations, and correspondence to ensure accuracy and clarity.
• Organize files systematically both physically and digitally through effective filing systems; maintain confidentiality at all times.
• Support event planning activities for meetings, conferences, or company functions from inception to execution.
• Assist with bookkeeping tasks using QuickBooks or similar software; handle invoicing, expense tracking, and basic data entry related to financial records.
• Oversee office management duties including supply procurement, front desk responsibilities, managing multi-line phone systems, and supporting office operations.
• Conduct project coordination by tracking deadlines, preparing status reports, and liaising between team members to ensure timely completion of tasks.
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint) for creating reports, presentations, and spreadsheets; perform proofreading to ensure quality standards.
• Support personal errands or tasks as needed by the executive team to enhance overall productivity.
• Maintain a professional demeanor in all interactions with clients, vendors, visitors, and internal staff.

Qualifications

• Proven experience as a Personal Assistant or Executive Administrative Support role with a strong background in office management.
• Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), QuickBooks or similar bookkeeping software.
• Excellent organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment.
• Strong typing skills coupled with accurate data entry capabilities; experience with transcription is a plus.
• Exceptional communication skills including phone etiquette; capable of handling multi-line phone systems confidently.
• Experience in event planning and project coordination to support various organizational initiatives.
• Knowledge of clerical procedures such as filing systems, document proofreading, and office supply management.
• Familiarity with office equipment including photocopiers, scanners, fax machines and front desk operations.
• Ability to manage multiple projects simultaneously while maintaining attention to detail.
• High level of computer literacy across various platforms; adaptability to new software tools as needed.
• Professional demeanor with discretion in handling confidential information; customer service orientation is essential. Join us as a Personal Assistant if you’re eager to contribute your organizational prowess and proactive attitude within a supportive environment that values your skills!

Job Types: Part-time, Contract, Internship

Pay: $21.00 - $24.00 per hour

Benefits:

• 401(k)
• Paid time off

Work Location: In person