Personal Assistant / Office Manager

We are looking for a full-time Personal Assistant / Office Manager to provide support to the Owner and his Decorative Painting and consulting company in Gowanus, Brooklyn. The owner is well-established for offering premier services to his clients in NYC and worldwide. In the ground floor of our building is a retail, e-commerce store with supplies for decorative/faux painters. We are a small but very active company with 5-10 employees. Decorative painting work is primarily on location but samples and small work are completed in our onsite workshop.

Personal assistant to the owner is the primary role. Candidates should be familiar with managing a tight schedule that changes often. Must be organized, detail oriented, and able to multi-task with ease. The ideal candidate will have excellent note-taking skills, interpersonal skills, professional etiquette, and be able to provide proficient client relations. It is also necessary to be positive, personable, and find humor in hectic and chaotic environments.

Daily routine sample: answering phones and email correspondence in a highly professional tone. Detailed management of the owner's schedule with swift accuracy, reporting to the owner as requested. Managing jobsite and office logistics. Shipping and receiving. Booking travel, managing office documents, e-commerce customer service and more. Please read our requirements below for more.

Other daily responsibilities include day to day operations relating to the other employees as it relates to travel, timesheets, and logistics. Must communicate well with others, especially the store manager to maintain efficient daily logistics. The person will have a personal desk and semi-private office.

We are looking for someone who thrives in a busy environment, a quick problem-solver, who instinctively prioritizes tasks and can complete them entirely. Must have a “can-do” attitude and pleasant demeanor along with extraordinary communication skills that allow you to interact with a diverse group of people.

Tasks include but are not limited to:

- Executive level calendar management

- Travel booking including hotels, flights, transportation, international visas etc.

- Client relations through email and phone including job inquiries, appointment scheduling, logistics, etc.

- Jobsite coordination including obtaining COI’s, arranging supply deliveries, ordering jobsite supplies, coordinating with painters etc.

- Sample organization and transmittal tracking

- Billing tasks including processing reports, tracking consulting hours, processing invoices for payment, mailing checks, logging expenses, etc.

- Administrative duties including ordering office supplies, booking maintenance and cleaning for the building, ensuring cleanliness and organization of the facility, receiving and sending shipments, etc.

- Assist with additional administrative and marketing tasks and projects as needed

- Answer phones for the entire establishment including the transfer of e-commerce customer service.

- Planning and posting on social media sites

- Assist with customer orders for the store as needed

Required Knowledge

· Microsoft Office (Excel, Word, Google Sheets, Google Docs)

· Mac Computers

· Fast Typing Skills

Frequently Used

· Monday.com

· Quickbooks Time (formally Tsheets)

· Wordpress

· Shopify

· Basic Photoshop

· Instagram

Duration: Full-time, Onsite M-F 9am-5:30pm

Pay Rate: $24-$27 per hour dependent on experience

After the training period, a full-time employee will gain the following benefits:

- Partial Medical Coverage Reimbursement

- PTO (7 Paid Holidays, Paid Sick Days, Paid Vacation Days)

- Profit Sharing

*Due to the volume of applicants we may not be able to respond to all submissions. Thank you for understanding.

Check us Out!

https://www.grandillusionnyc.com/

https://www.fauxbrushes.com/

Physical Requirements:

Constantly perform desk-based computer tasks while sitting or standing. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Benefits:

• Employee discount
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Preferred)
• Office Manager / Personal Assistant: 1 year (Preferred)

Location:

• Brooklyn, NY 11217 (Preferred)

Work Location: In person