Job Description

Job Overview

We are seeking an energetic and highly organized Personal Assistant / Secretary to support executive leadership and ensure seamless daily operations within our dynamic office environment. This role offers an exciting opportunity to coordinate schedules, manage administrative tasks, and facilitate efficient communication across teams. The ideal candidate will possess a proactive attitude, exceptional organizational skills, and a passion for delivering outstanding administrative support. Join us to contribute to a vibrant workplace where your skills make a meaningful impact every day!

Responsibilities

Manage and maintain executives' calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision. Coordinate and plan events, meetings, and travel arrangements, ensuring all logistics are handled smoothly from start to finish. Handle incoming calls with professionalism using multi-line phone systems and phone etiquette, directing inquiries appropriately. Prepare, proofread, and transcribe documents, reports, emails, and correspondence with accuracy and attention to detail. Perform data entry, filing, and document management tasks utilizing Microsoft Office applications and cloud-based tools like DocuSign for electronic signatures. Support bookkeeping activities including basic QuickBooks entries and petty cash management; assist with invoice processing and expense tracking. Provide exceptional executive administrative support by managing emails, organizing files, handling front desk duties, and ensuring office supplies are stocked. Assist with project coordination efforts by tracking deadlines, preparing agendas, and following up on action items to ensure timely completion. Maintain office organization through filing systems, record keeping, and managing multi-line phone systems to ensure smooth communication flow.

Qualifications

Proven experience as a Personal Assistant or Secretary with strong office management skills. Excellent organizational skills with the ability to multitask efficiently in a fast-paced environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace tools (Gmail, Calendar), and familiarity with Microsoft Outlook Calendar. Strong typing speed along with transcription and proofreading abilities for professional document preparation. Experience with bookkeeping software such as QuickBooks; knowledge of basic bookkeeping principles is preferred. Exceptional communication skills demonstrating courteous phone etiquette and customer service excellence. Ability to handle confidential information discreetly while maintaining high levels of accuracy in data entry and clerical tasks. Familiarity with office equipment including multi-line phone systems, scanners, copiers, and front desk operations. Knowledge of project coordination practices along with experience in event planning is a plus. Join us as a vital part of our team where your organizational prowess and proactive approach will help drive our success forward!
Job Type: Full-time

Pay: $17.60-$32.87 per hour

Expected hours: 20 - 40 per week

Work Location: In person