Office Assistant Needed

To apply for this position, please email your resume to [email protected] with the subject line "Office Assistant.

Only applicants who adhere to these instructions will be considered for the role.

We are looking for a versatile and highly-organized personal assistant to perform personalized administrative duties for senior management.

In this role, you will be responsible for handling tasks as instructed by the executive team. You may also be required to handle calendar events, organizing / creating reports and documents, answering phone calls, setting up meetings, scheduling and conducting interviews, overseeing employee time cards and many more similar duties when required.

Position is not a remote position and does not provide paid time off, benefits, or holiday pay.

To ensure success as a personal assistant, you should exhibit excellent organizational skills and demonstrable experience in a secretarial role.

Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

Assistant Responsibilities :

• These responsibilities may be adjusted at the CEO’s discretion.
• Prepare reports, expenses, and invoices based on the CEO's instructions.
• Purchase and restock office supplies and toiletries.
• Organize and tidy the office space to maintain a clean and inviting environment.
• Conduct research for the company as directed by the CEO.
• Maintain databases, including contact details and customer information, per CEO’s guidance.
• Coordinate and prepare for company meetings
• Draft, edit, and format documents such as reports, presentations, and memos as directed by the CEO.
• Calculate and submit weekly timesheets for all employees.
• Schedule and conduct interviews, and hire for any open positions.
• Conduct onboarding orientation for new employees.
• Manage and conduct performance reviews and PIPs
• Manage and record tardies and time-off requests.
• Oversee customer acquisitions as directed by the CEO.
• Enforce and monitor company policies and procedures, report issues to the CEO and HR.
• Manage W9, insurance renewals. claims and audits as directed by the CEO.
• Manage van maintenance schedules to ensure all maintenance is current.
• Ensure all business licenses and permits are renewed in a timely manner.
• Maintain employee folders and records as directed by the CEO.
• Manage vendor invoices and inquiries as directed by the CEO.
• Ensure utility bills are paid and set on auto-draft.
• Complete any additional clerical duties as requested by the CEO

Assistant Requirements :

• High school diploma or GED.
• Experience in secretarial work, office administration, or related training.
• 1-2 years of experience as a personal assistant would be advantageous.
• Extensive experience in creating documents and spreadsheets, using office software such as Google docs, Google sheets, MS Word, Excel, and PowerPoint.
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Working knowledge of printers, copiers, scanners, and fax machines.
• Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills.
• Attentive to details
9 days ago