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Personal Assistant

We are looking for a versatile multi-tasker and highly-organized personal assistant to perform administrative duties for senior management. In this role, you will be responsible for handling office tasks, providing polite and professional assistance via phone and e-mail, making reservations or travel arrangements, scheduling meetings, taking notes, and handling correspondence on behalf of managers. You may also be required to make travel arrangements, assist with other duties when required and generally being a helpful and positive presence in the workplace.

To ensure success as a personal assistant, you should be professional, polite, and attentive while also being accurate. You should exhibit excellent organizational skills and demonstrable experience in a secretarial role. You must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

Responsibilities:

• Reporting to senior management and performing secretarial and administrative duties.
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases, and keeping records.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Answering phone calls and responding to emails.
• Issuing invoices to clients and sending reminders for past due invoices.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Maintain polite and professional communication via phone and e-mail.
• Observing best business practices and etiquette.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.

Requirements:

• A laptop with a moderately fast internet connection.
• High school diploma or GED.
• Certification 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 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.