Job Overview
We are seeking a proactive and highly organized Personal Assistant to provide comprehensive administrative support to our executive team. This dynamic role involves managing calendars, coordinating projects, handling confidential information, and ensuring smooth daily operations. The ideal candidate will be energetic, detail-oriented, and adept at multitasking in a fast-paced environment. Your contributions will directly impact the efficiency of our leadership team and the overall success of our organization.
Responsibilities
- Manage and coordinate complex calendars, including scheduling meetings, appointments, and business travel arrangements using Microsoft Outlook Calendar and other productivity software.
- Provide executive administrative support by preparing reports, proofreading documents, transcribing meetings, and handling correspondence with professionalism.
- Organize and facilitate events, meetings, and internal communication initiatives to ensure seamless execution.
- Handle bookkeeping tasks such as data entry, invoicing, and utilizing QuickBooks for financial record management.
- Assist with project coordination by tracking deadlines, preparing presentations, and collaborating with various departments to meet organizational goals.
- Maintain confidentiality when managing sensitive information and practice excellent phone etiquette during internal and external communications.
- Oversee office management duties including filing, managing multi-line phone systems, organizing office supplies, and ensuring an efficient work environment.
- Use video conferencing software for virtual meetings and support remote collaboration efforts across teams.
Experience
- Fluent in both Spanish and English (spoken and written) — required
- Proven experience as a Personal Assistant or Executive Assistant supporting C-suite executives or senior management in a fast-paced office environment.
- Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), productivity software, and technical tools such as DocuSign and video conferencing platforms.
- Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
- Experience with event planning, business travel arrangements, bookkeeping (QuickBooks), and project management methodologies.
- Excellent written and verbal communication skills coupled with exceptional proofreading and transcription abilities.
- Familiarity with office management procedures including filing systems, data entry, multi-line phone systems, and handling confidential information with discretion.
- Prior experience working as an executive assistant or personal assistant in a corporate setting is highly preferred.
Join our team to play a vital role in supporting our leadership’s success while enjoying a vibrant work environment that values your organizational talents and proactive spirit!
Pay: From $40,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
- Referral program
Work Location: In person
