Job Title: Personal Assistant

Job Type/FLSA Classification: Non-exempt, 20-25 hours/week

Location: Hybrid in the Boca Raton, FL

Reports to: CEO

Salary: $25-30/hour based on experience

Job Overview

The Personal Assistant’s responsibilities include assisting the CEO with day-to-day needs. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our Company by providing personalized and timely support to CEO.

Key Roles (Essential Job Responsibilities)

• Manage calendar for CEO and family, including medical appointments, school, consultants, service providers, tutors, etc.
• Support CEO personal banking and bill payments.
• File medical and dental reimbursements on behalf of CEO.
• Oversee dry cleaning pick up/drop off.
• Assist with arranging CEO car maintenance and repairs, when needed.
• Make returns and other personal errands on behalf of CEO.
• Basic IT/geek squad scheduling for CEO and family personal computers.
• Assist with cell phone upgrades, plan changes, etc. on behalf of CEO.
• Act as the point of contact among executives, employees, clients, and other external partners.
• Reporting to CEO and performing secretarial and administrative duties.
• Managing external and internal correspondence on behalf of CEO.
• Manage information flow in a timely and accurate manner.
• Manage CEO calendars and set up meetings.
• Make travel and accommodation arrangements.
• Assist with formatting as needed financial statements, reports, memos, invoices letters, and other documents.
• Entering data, maintaining databases, and keeping records.
• Filing and retrieving corporate records, documents, and reports.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Oversee the performance of other clerical staff.
• Act as an office manager by keeping up with office supply inventory.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Attend and take notes during meetings.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
• Run errands as requested.
• Conserves executive’s time by reading, researching, and routing correspondence.
• Supports with board of director meeting preparation.
• Assist executive with tasks as needed.

Required Skills/Abilities

· Minimum 3 years work experience as an Assistant or similar role.

· Excellent skills and experience with Microsoft Word, Excel, Outlook and Google Suite, working with databases and internet research.

· Exhibit professionalism and integrity through superior written and verbal communication skills.

· Exceptional skills in the areas of organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem solve.

· Ability to take initiative with projects to work both independently and in a team.

· Familiarity with office gadgets and applications (e.g., e-calendars and copy machines)

· Discretion and confidentiality.

Physical Requirements

• Must be able to remain in a stationary position for extended periods of time.
• Must be able to constantly position self to maintain inventory, restock, organize, and maintain office needs.
• Must be able to move up to 10 lbs. on a regular basis.

Schedule:

• Monday - Friday
• Morning and afternoon availability

Disclaimer

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, not to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

Job Type: Part-time

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person