Executive Personal Assistant

Overview

I’m seeking a reliable individual who can manage a hectic schedule and multitask effectively. I’m open to training and increasing their rate once I observe their commitment to the work.

Responsibilities

• Manage and coordinate executive calendars, including scheduling meetings, appointments, and business travel arrangements with precision and attention to detail.
• Provide comprehensive administrative support such as drafting correspondence, proofreading documents, transcribing meetings, and preparing reports using productivity software like Microsoft Office and Google Workspace.
• Organize and facilitate internal communication among teams, ensuring timely dissemination of information and smooth collaboration with C-suite executives.
• Plan and execute events, meetings, and conferences from venue selection to logistics coordination, ensuring all details are meticulously handled.
• Handle bookkeeping tasks including data entry, expense tracking using QuickBooks, and managing invoices or purchase orders via DocuSign or other electronic signature platforms.
• Maintain confidentiality when handling sensitive information related to business strategies, personnel matters, or proprietary data.
• Oversee office operations such as filing systems, front desk duties, managing multi-line phone systems, and ensuring office supplies are stocked.
• Coordinate business travel logistics including flight bookings, hotel accommodations, transportation arrangements, and preparing itineraries.
• Support project coordination efforts by tracking deadlines, following up on action items, and assisting with project management tools to ensure timely completion of tasks.
• Utilize video conferencing software for virtual meetings; ensure all technical aspects are functioning smoothly for seamless communication.

Experience

• Proven experience working as an executive assistant or personal assistant supporting senior leadership in a fast-paced environment.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Calendar), and productivity software.
• Strong organizational skills with the ability to multitask efficiently while maintaining attention to detail.
• Excellent written and verbal communication skills with professional phone etiquette.
• Experience in event planning, project coordination, bookkeeping (QuickBooks), and office management is highly desirable.
• Familiarity with video conferencing tools such as Zoom or Microsoft Teams; experience managing internal communications effectively.
• Ability to handle confidential information discreetly while demonstrating high levels of professionalism at all times.
• Technical proficiency in managing multi-line phone systems, calendar management tools like Microsoft Outlook Calendar, and electronic signature platforms such as DocuSign.

Pay: From $25.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in San Mateo, CA 94404