Personal Assistant/Executive Assistant

Responsibilities

● Administrative Support:

Manage the executive team's schedules, calendars, and appointments, making strategic decisions on priorities and resolving scheduling conflicts efficiently.

Handle incoming communications, including phone calls, emails, and other correspondence, ensuring timely responses or directing matters to the appropriate parties.

Prepare and edit documents, presentations, reports, and other materials as required by the executive team.

Manage the digital content’s schedule, and calendar

Have an understanding on how to use administrative programs (e.g. Airtable, Basecamp, Excel, Word)

● Organization and Filing:

Establish and maintain an efficient filing system for physical and electronic documents, ensuring easy retrieval and access to information.

Regularly update and organize files, ensuring that documents are appropriately labeled and stored securely.

Implement strategies for document organization and archiving to optimize efficiency and accessibility.

● Meeting and Event Coordination:

Organize and coordinate meetings, conferences, and special events, including logistics, venue arrangements, catering, and necessary materials.

Take meeting minutes and follow up on action items, ensuring that key decisions are communicated and executed.

● Confidentiality and Discretion:

Maintain utmost confidentiality and discretion in handling sensitive information, ensuring the security and privacy of executive communications and data.

● Financial Support:

Understand online payment systems (e.g. Clover)

● Relationship Management:

Cultivate positive working relationships with internal teams and external partners on behalf of the executive team.

Coordinate executive-level communications and interactions with other departments and external parties.

● Special Projects:

Support the executive team in various special projects and initiatives, providing research, data analysis, and preparation of necessary materials.

● Office Management:

Oversee office organization and supplies, ensuring a well-equipped and efficient workspace for the executive team.

Skill set

● Exceptional organizational and time management skills with the ability to multitask and prioritize effectively in a fast- paced environment.

● Strong interpersonal skills and the ability to communicate professionally and confidently with individuals at all levels.

● Proficient in using office software and applications (e.g. Google

Workspace, Zoom, Airtable, Convertkit and Constant Contact) and ability to adapt quickly to new tools.

● Discretion and trustworthiness when handling confidential information.

● Flexibility and adaptability to handle unexpected changes or urgent matters.

● Strong attention to detail and accuracy in all aspects of work.

● Availability to work flexible hours, including evenings and weekends, as required.

● Availability to travel if needed.

Conditions of Employment

All job offers are contingent upon successful completion of certain background checks which unless prohibited by applicable law may include criminal history checks, employment verification, education verification, drug screens, credit checks, and fingerprinting.

This is a position that will begin primarily in person with the ability to work remotely once certain criteria is met upon job completions.