Executive/Personal Assistant

Executive/Personal Assistant

This is a P/T position for the right candidate to work side-by-side with an established executive. On average, this role is 75% Executive Administration and 25% Personal Assistant.

The candidate must have a car and reliable internet.

Job Description

● Oversee calendar and schedule appointments on behalf of the Executive.

● Compose, modify, and proofread correspondence, reports or presentations.

● Filing, oversight, and management of certain ongoing business files and processes.

● Oversite of routine corporate processes to alleviate Executive

● Ability to organize and monitor multiple tasks efficiently and create effective processes to track progress

● Monitoring of client and vendor tasks.

● Comfortable with learning and utilizing new technology platforms.

● Administrate task management software, messaging software, billing software, etc.

● Anticipate and prepare materials needed by executives for meetings and telephone calls.

● Anticipate problems and ask probing questions in order to respond effectively.

● Locate and gather confidential and sensitive information from the appropriate source to assist in resolving business or personal tasks

● Investigate/Research necessary information that may not be readily available.

● Manage travel arrangements, office, and home.

Essential job functions of this role:

General office duties (monitoring and process oversight, updating client and business, data, email, presentation preparation, correspondence, phone communications, billing, travel arrangements, scheduling and file maintenance). Errands (post office, airport, retail).

The ideal candidate will have:

● Previous Executive Admin experience.

● Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment.

● College degree or equivalent.

● Working knowledge of Google Workspace and/or Microsoft 365.

● Spreadsheet creation/management skills are critical.

● Proficient and comfortable in learning and utilizing new technologies.

● Extremely organized, process oriented, intuitive and thorough.

● Willingness to learn and administer office software for: Document management, CRM, task lists, video conferencing, calendar, etc.

● Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.

● Clean driving record.

● Strong internet research skills.

● Exceptional organizational skills.

● Demonstrated ability to solve problems creatively.

● Skills in self-starting, forward thinking and the ability to see both the big picture strategy as well as the smaller executable details.

● Ability to work well with groups, engage others and find win-win solutions when presented with a problem.

To be successful in this role:

● Organized, detail oriented, and self-disciplined.

● Convey essential information clearly and concisely, both in writing and verbally.

● Use active listening skills while recording tasks and taking notes.

● Demonstrate ability to handle multiple projects, ongoing presses, and priorities while also being responsive to changes in those priorities.

● Demonstrate the ability to create processes to more effectively monitor new tasks and company initiatives.

● Demonstrate effective analytical skills to handle complex administrative details and to determine best approach/action to use in non-routine situations.

Job Type: Part-time

Pay: $25.00 - $35.00 per hour

Expected hours: 15 – 25 per week

Benefits:

• Flexible schedule
• Professional development assistance

Application Question(s):

• Do you live in driving distance to Boca Raton, FL?
• Are you highly experienced with Microsoft 360, and comfortable creating Excel documents?
• Do you have a car and clean driving record?
• Do you have strong research and organizational skills?

Education:

• Bachelor's (Preferred)

Experience:

• Executive Assistant: 3 years (Preferred)

Location:

• Boca Raton, FL 33432 (Preferred)

Ability to Commute:

• Boca Raton, FL 33432 (Required)

Work Location: Hybrid remote in Boca Raton, FL 33432