Job Description

Job Summary

We are seeking a dynamic and highly organized Personal Assistant Secretary to join our team! In this vital role, you will provide comprehensive administrative support to executive leadership and ensure the smooth operation of office functions. Your proactive approach and exceptional organizational skills will help coordinate projects, manage schedules, and handle correspondence with professionalism and efficiency. This paid position offers a fantastic opportunity to develop your administrative expertise while contributing to a vibrant, fast-paced environment. If you thrive on multitasking, excel at communication, and enjoy supporting teams behind the scenes, this role is perfect for you!

Responsibilities

Manage and maintain executive calendars using Microsoft Outlook Calendar and Google Workspace, scheduling appointments, meetings, and events with precision. Coordinate various projects by tracking deadlines, preparing materials, and ensuring timely completion through effective communication with team members. Handle all aspects of office management including filing, data entry, record keeping, and maintaining organized digital and physical files. Provide exceptional executive administrative support by preparing correspondence, proofreading documents, transcribing meetings, and managing incoming calls with professional phone etiquette. Assist with event planning activities such as organizing meetings, conferences, or company functions--handling logistics from venue booking to material preparation. Utilize QuickBooks for basic bookkeeping tasks like invoicing, expense tracking, and financial record management. Support personal assistant duties including managing travel arrangements, scheduling personal appointments, and handling confidential information discreetly. Operate multi-line phone systems efficiently while providing excellent customer service to visitors and callers at the front desk or reception area. Use office software such as Microsoft Office Suite (Word, Excel, PowerPoint) to create reports, presentations, and spreadsheets as needed. Conduct proofreading and transcription tasks to ensure accuracy in all official documents and communications. Support office supply management by monitoring inventory levels and coordinating procurement when necessary using office management best practices.

Skills

Proven experience in administrative roles with strong office management background. Exceptional organizational skills with keen attention to detail in filing, data entry, and document proofreading. Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Docs), and familiarity with Office 365 tools. Experience with QuickBooks for bookkeeping tasks such as invoicing and expense management. Excellent calendar management skills using Microsoft Outlook Calendar or Google Calendar to coordinate multiple schedules seamlessly. Strong communication skills demonstrated through professional phone etiquette and customer service experience. Ability to handle transcription tasks accurately and efficiently under tight deadlines. Knowledge of project coordination techniques to support various initiatives effectively. Familiarity with multi-line phone systems and front desk operations for a welcoming visitor experience. Capable of managing confidential information with discretion while maintaining high levels of professionalism. Basic understanding of office technology including DocuSign for electronic signatures and data entry procedures. Join us in this exciting role where your organizational prowess will directly contribute to our team's success! We value energetic professionals who are eager to make an impact through meticulous support work combined with proactive project coordination--helping us achieve our goals every day!
Job Type: Full-time

Pay: $37,476.25 - $55,853.38 per year

Work Location: In person