personal assistant / secretary

Job Summary
We are seeking an energetic and highly organized Personal Assistant / Secretary to provide comprehensive administrative support to executives and teams. This dynamic role involves managing schedules, coordinating projects, handling correspondence, and ensuring smooth office operations. The ideal candidate will demonstrate exceptional organizational skills, proficiency with office technology, and a proactive attitude to keep our busy environment running seamlessly. This paid position offers an exciting opportunity to contribute to a professional setting while honing your administrative expertise.

Duties

• Manage and maintain executives’ calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and travel arrangements efficiently.
• Provide executive administrative support including preparing reports, proofreading documents, transcribing audio or written materials, and managing correspondence with professionalism.
• Coordinate projects by tracking deadlines, organizing files, and facilitating communication between team members to ensure timely completion.
• Handle office management tasks such as filing, data entry, bookkeeping using QuickBooks, and overseeing general clerical duties like faxing, photocopying, and maintaining office supplies.
• Serve as the front desk receptionist by greeting visitors, answering multi-line phone systems with proper phone etiquette, and directing calls appropriately.
• Assist with event planning for meetings or company functions by organizing logistics, preparing materials, and managing related communications.
• Support personal tasks for executives including personal errands, appointment scheduling, and confidential information handling with discretion.

Requirements

• Proven experience as a personal assistant or secretary in an office environment with strong administrative skills.
• Excellent organizational skills with the ability to prioritize tasks efficiently in a fast-paced setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace tools (Gmail, Docs, Sheets), and familiarity with Microsoft Outlook Calendar.
• Strong typing skills along with transcription and proofreading abilities to produce accurate documents swiftly.
• Experience with bookkeeping software such as QuickBooks and basic data entry tasks required for financial record keeping.
• Exceptional communication skills including phone etiquette and customer service experience to interact professionally with clients and team members.
• Knowledge of office management procedures including filing systems, front desk operations, multi-line phone systems, and office supply management.
• Ability to handle confidential information discreetly while demonstrating excellent attention to detail. Join us as a vital part of our team where your organizational talents will shine! This role promises a vibrant work environment filled with opportunities for growth while supporting the smooth functioning of our busy office operations.

Pay: $15.00 - $17.00 per hour

Expected hours: No more than 40.0 per week

Work Location: In person

Salary : $15 - $17