Personal Assistant/Admin Assistant

2 weeks ago

Bradenton, Florida, United States Pure Barre Full time
Job DescriptionJob Description

Personal Assistant/Administrative Assistant. THIS IS AN ON SITE POSITION (DO NOT APPLY UNLESS YOU LIVE IN BRADENTON/LAKEWOOD RANCH, FL)

Personal Assistant to the business owner provides multi-faceted administrative support and assistance to ensure the effective use of owner's time and productive interactions with staff and clients. Handles a wide range of administrative AND personal tasks and independently initiates and implements processes to manage projects, information, and people. This position requires both ability and desire to work on admin/office tasks as well as tasks to maintain the home, including but not limited to errands, shopping, packing/unpacking, laundry, general house upkeep, light cleaning and organizing.

Manages the executive's schedule, meeting preparations, follow-up tasks, errands, and travel arrangements. Conducts phone calls, research and information gathering on behalf of the executive and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality. May be responsible for directing and deploying support staff or other resources.

Personal Assistant Job Description

The purpose of this role is to support a very busy entrepreneur and make life easier by managing both personal and business-related functions. The person selected for this position will need to have a proven history of supporting high level executives with a strong skill in the ability to multi-task in a high paced environment. A seasoned business owner who is always thinking two steps ahead.

To be successful, candidates will have the following attributes:

Responsibilities

  • Required to maintain confidentiality.
  • Ability to work in a fast-paced environment.
  • Timely response to projects daily
  • Ability to make sound independent decisions to ensure a smooth workflow environment.
  • Arrange and coordinate all travel.
  • Prepare travel folders in a presentable format that includes all applicable travel information.
  • Source vendors for repairs/projects as needed; oversee projects on site or delegate to support staff..
  • Manage daily schedule; meetings and appointments; outreaching on employers' behalf via email; phone; text using the upmost professional and courteous manner.
  • Ability to research, compile and organize retail orders and track shipments, will train on B2B ordering sites
  • Source business and home supplies and ensure items are always stocked.
  • Ensure vehicles are washed; vacuumed and filled with gas weekly.
  • Ensure vehicle maintenance is up to date.
  • Transport to airport and other locations as needed.
  • Ensure home is kept orderly and tidy. Laundry is put away, closets remain organized.
  • Arrange all appointments for employer are requested.
  • Acceptance of all delivery packages; placed in designated areas and unpack "waters" and household supplies and put away.
  • Mail pickup daily, opened and organized/filed. Bills and invoices are set to pay timely. Regular review of statements for errors or duplicate charges etc.
  • Coordination of small events; catering if needed.
  • Personal shopping for events throughout the year; wrapping gifts; sending cards, etc.
  • Designated errands as requested by employer.
  • Additional functions as directed by employer.

Requirements and skills

  • Proven work experience as a Personal Assistant for high level executives/business owners
  • Knowledge of Excel, Word and English proficiency. Scheduling apps including When I Work and a CRM are used daily.
  • Outstanding organizational and time management skills
  • Ability to prioritize daily workload.
  • Excellent verbal and written communications skills is an absolute must.
  • Discretion and confidentiality a requirement
  • Knowledge of Quickbooks and bookkeeping practices a plus.
  • Computer literacy (personal laptop is a plus)
  • High School degree
  • Honesty / Trustworthy is mandatory
  • Must pass a background check

Additional Perks

  • Generous retail discounts on top brand active and athleisure wear
  • Complimentary fitness membership
  • Casual work attire allowed daily

Part time position; possible full-time for right candidate, flexible hours somewhat, some work can be done remote, other times work in the home or business location(s) required, reliable transportation a must. Hours can be somewhat flexible for the right candidate, very little weekend work required, but ability to respond via text on weekends may be necessary. Typically work can be completed standard M-F. Option for some weekends/weeknights if schedule allows.

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