Personal Assistant Job Description
The Owner of Intellectually Us and Point Knowledge Consulting & Administrative Services is seeking a highly organized, efficient, and professional Personal Assistant to support her business and personal ventures. The ideal candidate will be adept at managing complex schedules, coordinating travel arrangements, handling confidential information with discretion, and providing high-level administrative support. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
- Calendar Management - Maintain and coordinate the executive team's calendars, including scheduling meetings, appointments, conference calls, travel arrangements, and ensuring efficient use of time and resources.
- Communication - Manage correspondence, including emails, phone calls, and mail, with professionalism and confidentiality. Screen and prioritize incoming communications and draft responses as needed. Draft and proofread emails, letters, reports, proposals, and other documents as needed.
- Project Support - Assist with special projects, research assignments, and presentations. Coordinate with other team members and external partners as necessary.
- Travel Coordination - Arrange domestic and international travel accommodations, including flights, hotels, transportation, and itineraries, while considering preferences and optimizing efficiency.
- Meeting Preparation - Prepare agendas and materials for meetings, record minutes, and follow up on action items to ensure timely execution.
- Administrative Support - Provide comprehensive administrative support, including managing expense reports, processing invoices, managing databases, maintaining filing systems, organizing files, conducting research, proofreading and editing documents and graphics, and handling other tasks as required.
- Confidentiality Maintenance - Handle sensitive and confidential information with the utmost discretion and professionalism, ensuring data security
- Project Coordination -Assist with project management tasks, such as research, coordination of deadlines, and collaboration with cross-functional teams to facilitate project implementation.
- Relationship Management - Assist in cultivating positive relationships with key stakeholders, including executives, clients, partners, and vendors, to facilitate effective communication and collaboration.
- Task Prioritization - Prioritize tasks effectively, anticipate needs, and proactively address issues to optimize productivity, time management, and ensuring that all commitments are met
- Continuous Improvement - Identify opportunities for process improvement and efficiency gains within the executive office, implementing best practices and recommending innovative solutions.
- Expense Management - Process expense reports, reconcile receipts, and track expenses against budgets. Ensure timely reimbursement for executive expenditures.
- Information Management - Organize and maintain digital and physical files, documents, and records. Retrieve information as needed and ensure data accuracy and integrity.
- Gatekeeping - Screen and prioritize incoming communications and requests. Manage access to the executive team and ensure that urgent matters are addressed promptly.
Qualifications:
- Proven experience as a Personal Assistant or similar role, preferably supporting high-level executives.
- Exceptional organizational and time management skills with the ability to multitask and prioritize effectively.
- Excellent communication skills, both verbal and written, with the ability to interact professionally with individuals at all levels.
- Proficiency in Microsoft Office Suite and other relevant software applications.
- Strong attention to detail and accuracy, with a focus on maintaining confidentiality and data integrity.
- Discretion and confidentiality in handling sensitive information.
- Ability to work independently with minimal supervision and as part of a team.
- Flexibility to adapt to changing priorities and work in a fast-paced environment.
- Attention to detail and accuracy in all tasks.
- Bachelor's degree or equivalent experience preferred.
- Trustworthy
- Resourceful and a self starter
- Critical & solution based thinking
- Reliable access to a computer and internet connection
- Background check required
Additional Information:
- This is a part-time remote position offering 10-15 hours a week (potential to increase to 20-25 hours per week with 3 month)
- This is a contract position
- The successful candidate may be required to work occasional evenings or weekends
- Compensation $20 an hour
Benefits:
- Flexible working hours
- Professional development opportunities and support for continued learning.
- Bonus
Application Process:
If you are a motivated self-starter with a passion for organization and a knack for anticipating needs, we invite you to apply for this exciting opportunity. To apply, please submit your resume and a cover letter outlining your qualifications and relevant experience for this position. Only qualified candidates will be contacted for further consideration. We thank all applicants for their interest in joining our team.
Job Types: Part-time, Contract
Pay: $20.00 per hour
Benefits:
Schedule:
- Monday to Friday
- Weekends as needed
People with a criminal record are encouraged to apply
Work Location: Remote