Administrative/Personal Assistant

Job Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team and support our daily operations with enthusiasm and precision. In this vital role, you will serve as the backbone of our office, ensuring smooth administrative workflows, coordinating projects, and providing exceptional executive support. Your proactive approach and excellent communication skills will help foster an efficient, welcoming environment where team members can thrive. This paid position offers an exciting opportunity to develop your skills in office management, project coordination, and client service while contributing to a vibrant workplace culture.

Duties

• Manage calendar schedules using Microsoft Outlook Calendar, coordinating meetings, appointments, and deadlines with precision.
• Provide comprehensive executive administrative support, including preparing reports, proofreading documents, and handling transcription tasks to ensure accuracy and professionalism.
• Organize and maintain filing systems—both digital and physical—ensuring easy retrieval of important documents and records.
• Assist with event planning for company meetings, training sessions, or community outreach activities by coordinating logistics, preparing materials, and managing invitations.
• Perform data entry tasks using Office management software like Microsoft Office Suite and Google Workspace to support various administrative projects.
• Support bookkeeping activities through QuickBooks or similar accounting software by tracking expenses, processing invoices via DocuSign, and maintaining accurate records.
• Coordinate projects across departments by monitoring timelines, communicating updates, and ensuring deliverables are met on schedule.
• Provide personalized support as a personal assistant when needed—managing travel arrangements, picking up or dropping off stationery/supplies/mail, scheduling personal appointments, or handling confidential information discreetly for the CEO
• Maintain and oversee information management and filing systems to ensure a well-organized workspace conducive to productivity.
• Deliver excellent client service by addressing inquiries promptly via phone or email, MS Teams, while maintaining professional communication standards.

Requirements

• Proven experience in administrative roles with a strong background in office management, clerical work, or executive support.
• Demonstrated proficiency in Microsoft Office (Word, Excel PowerPoint), Google Workspace (Gmail, Calendar), and data entry tools.
• Familiarity with QuickBooks for bookkeeping tasks and experience with DocuSign for electronic document signing processes.
• Exceptional organizational skills with the ability to multitask efficiently
• Strong typing skills along with attention to detail for proofreading and transcription duties.
• Excellent communication skills—both verbal and written—with professional phone etiquette for client and vendor interaction
• Ability to proactively manage calendars effectively using Microsoft Outlook Calendar or similar scheduling tools.
• Experience in event planning and project coordination is highly desirable.
• Knowledge of office procedures, including filing systems, front desk operations, and office supply management.
• Computer literacy across various platforms, including Office management software and internet applications.
• A proactive attitude with the ability to prioritize tasks independently while supporting team objectives. Join us as an Administrative Assistant where your organizational prowess will empower our team's success.

Pay: $ $33.00 per hour

Expected hours: 25 – 45 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Relocation assistance
• Tuition reimbursement

Work Location: In person