Personal Assistant/Administrative Specialist

Job Title

Personal Assistant / Administrative Specialist

Location

Based at Stackhouse Development Office in Durham, NC

Job Overview :

We are looking for a highly organized and resourceful Personal Assistant / Administrative Specialist to provide dedicated support to two busy executives.

This role focuses on handling a variety of administrative, personal, and logistical tasks that free up the executives' time.

You will be responsible for managing routine tasks that require persistence, follow-up, and attention to detail, as well as handling occasional special projects.

The ideal candidate is tech-savvy, proactive, and thrives on problem-solving and getting results.

Key Responsibilities :

Task Management

Handle personal and administrative responsibilities such as booking travel, scheduling appointments (e.g., medical, financial), and troubleshooting account issues (e.

g., insurance, banking, credit cards).

Follow-up and Coordination

Proactively follow up on ongoing matters (e.g., payments, service appointments, account setups) until completed. This includes making calls, sending emails, and ensuring tasks are finished on time.

Account and Document Management

Assist with setting up and maintaining personal accounts (e.g., banking, insurance), tracking payments, and handling issues that may arise, ensuring everything is documented and resolved.

Service Coordination

Manage household and personal services, such as coordinating home repairs, scheduling appointments for auto services, or setting up accounts (e.

g., Ez-pass). Negotiate rates and manage communications with vendors.

Errand Running

Perform occasional local errands, such as picking up or dropping off items.

Problem-Solving

Tackle frustrating or time-consuming issues, such as resolving customer service problems (e.g., credit card issues, airline credits) or addressing service-related concerns that require persistence.

Special Projects

Assist with one-off tasks requiring follow-up and coordination. Examples include setting up financial accounts, coordinating with service providers, or managing other personal projects that need detailed oversight.

Team Support

When working from the Stackhouse office, provide general administrative support to the office team as needed, especially when tasks overflow from other departments.

Ideal Candidate Profile :

Tenacious

Adept at following up on tasks with persistence and determination, ensuring they are completed.

Organized

Strong multitasker with an eye for detail, capable of handling several responsibilities simultaneously.

Street Smart

Resourceful, quick-thinking, and able to handle unexpected challenges efficiently.

Problem-Solver

Skilled at independently navigating complex or frustrating situations to reach a resolution.

Tech-Savvy

Confident with technology, including setting up accounts, managing administrative tasks online, and troubleshooting issues.

Independent

Comfortable working outside of traditional 9-5 hours when needed, with little oversight required.

Excellent Communicator

Able to interact professionally and clearly with vendors, service providers, and team members.

Preferred Qualifications :

• Previous experience in a similar role, such as personal assistant, collections, receivables, office management, or administrative support.
• Demonstrated ability to handle a broad range of administrative and personal tasks.
• Strong negotiation skills and the confidence to advocate on behalf of the executives when necessary.

Additional Information :

This role is ideal for someone who enjoys taking on varied tasks and ensuring they’re completed to a high standard. The primary focus is on freeing up executive time by handling personal and administrative "to-dos."