Job Summary
We are seeking a dynamic and highly organized Personal Assistant to provide comprehensive administrative support to senior executives and ensure the smooth operation of daily activities. This role is vital in managing schedules, coordinating projects, handling confidential information, and facilitating effective communication across teams. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to help executives stay focused on strategic priorities while maintaining an efficient office environment. This paid position offers an exciting opportunity to be at the heart of a fast-paced, collaborative workplace.
Duties
- Manage and coordinate executive calendars, including scheduling meetings, appointments, and business travel arrangements using Microsoft Outlook Calendar and other productivity software.
- Prepare, proofread, and transcribe correspondence, reports, and presentations with high accuracy and attention to detail.
- Organize and facilitate company events, meetings, and conferences from planning stages through execution, including venue booking and logistics management.
- Handle incoming calls with professional phone etiquette, direct inquiries appropriately, and manage multi-line phone systems efficiently.
- Maintain confidential files, records, and documentation using organized filing systems both digitally and physically.
- Assist with bookkeeping tasks such as data entry in QuickBooks and basic bookkeeping duties to support financial record-keeping.
- Coordinate internal communication efforts across departments to ensure seamless information flow; collaborate closely with C-suite executives for project coordination.
- Support office management activities including supply procurement, office equipment maintenance, and overseeing general administrative operations.
- Utilize video conferencing software for remote meetings; prepare agendas and minutes as needed.
- Facilitate business travel arrangements including transportation bookings, accommodation reservations, and itinerary planning using organizational tools like DocuSign for approvals.
Qualifications
- Proven experience as a Personal Assistant or Executive Assistant supporting senior leadership in a fast-paced environment.
- Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
- Excellent written and verbal communication skills; capable of proofreading documents and maintaining professional internal communication standards.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), productivity software, and technical tools such as video conferencing platforms.
- Experience with QuickBooks or similar bookkeeping software; familiarity with basic bookkeeping practices is preferred.
- Demonstrated ability to handle confidential information discreetly with integrity.
- Exceptional calendar management skills with attention to detail in scheduling complex appointments or events.
- Strong customer service orientation combined with excellent phone etiquette skills.
- Ability to work independently with minimal supervision while collaborating effectively within a team environment.
- Office experience involving data entry, filing systems, multi-line phone systems, and general administrative support is highly desirable.
Join us in this exciting role where your organizational expertise will empower our leadership team to excel!
Pay: $21.00 – $22.00 per hour
Work Location: Hybrid remote in Temple Terrace, FL 33617