We are looking for a versatile and highly organized, long-term personal assistant to provide confidential clerical and administrative support at both an office and nearby home, working with and reporting to an office manager and the owner, both of whom are attorneys, although the office is not a law firm. This is a year-round, part-time position, of roughly 18 hours, three days per week, Tuesday, Wednesday and Thursday.
The position includes performing various clerical duties as well as work outside the office. Candidate should be willing and capable of working with and troubleshooting PCs, Outlook, iPhones, iPads and dealing with other technical issues. They will assist the office manager in fulfilling all daily administrative office tasks, such as creating, formatting and editing documents and producing Excel worksheets. QuickBooks will be used to enter data and pay invoices. Responsibilities include troubleshooting billing issues and problems that may arise with various vendors. Ability to maintain calendars, contacts, and records is critical, as is accuracy in making and following up on travel arrangements.
To be successful in this position, candidate should have exceptional organizational skills and be able to pay close attention to details while maintaining a high level of accuracy in their work. Strong communication skills – both written and verbal – as well as polished interpersonal skills and discretion are all critical.
Responsibilities include:
- Typing, formatting and editing documents at the highest level
- Copying, scanning and faxing
- Ordering and organizing supplies
- Filing, bill paying, data entry, record keeping, maintaining calendars, and updating both business and personal contacts
- Running errands for both office manager and family
- Liaising with vendors and other service providers
Basic requirements include:
- BA, BS or higher degree
- Minimum 10 years demonstrable experience in a similar confidential position(s)
- Advanced typing, note-taking, record-keeping and management skills are required and will be tested, prior to hiring.
- Meticulous, conscientious work habits with the highest level of attention to detail
- Excellent PC and Apple skills, particularly with iPhone and iPad
- Extensive experience in creating documents and spreadsheets using office software including MS Word, Excel, Outlook, Google Suite and WordPerfect
- Advanced QuickBooks skills mandatory
- Thorough knowledge of printers, copiers, scanners, and fax machines with ability to troubleshoot related problems
- Willingness to work both in a small office environment as well as at family’s home office
- Ability to multitask and willingness to work autonomously when office manager is away
- Must be non-smoker and vaccinated and boosted against Covid viruses
- Must agree to background, drug, criminal, legal and credit checks
- Will be thoroughly tested in skills and requirements outlined above, prior to hiring
- References will be carefully checked and must be substantial, credible and honest.