Personal Assistant

Jobtailor; Deutschland; Vor Ort; EUR 38.000 - 52.000; Vollzeit

Zusammenfassung

Jobtailor is seeking a capable administrative support professional to coordinate schedules, handle customer calls, and manage everyday office tasks in a fast-paced environment.

The role requires strong English, phone etiquette, and meticulous organization. You will perform bookkeeping, prepare estimates, draft communications, and help organize virtual meetings, travel, and reports while supporting cross-functional teams.

Qualifikationen

• Proficient level of English (written and spoken).
• Strong phone and interpersonal communication in English (verbal and written).
• Excellent email etiquette.
• Professional and friendly phone presence.
• Excellent organizational and follow-up abilities.
• Ability to understand shifting priorities and take initiative.
• Reliability, articulation, and a personable approach to interactions.
• Energetic, self-motivated, proactive, and eager to contribute to a growing business.
• Prior experience in roles such as administrative assistant, data entry, secretary, personal assistance, operations support, or other relevant positions.
• Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Docs, Sheets).
• Experience with QuickBooks or similar tools is a plus.
• Experience with Asana or other task management tools is a plus.
• Sound judgment and the capacity to comprehend and execute instructions promptly with minimal supervision.
• Reliable Windows 10 (or newer) computer with two monitors and stable high-speed internet.

Aufgaben

• Coordinate and manage scheduling to ensure smooth daily operations.
• Handle incoming customer service calls as a primary responsibility, providing timely and professional support.
• Lead collections efforts, serving as the primary point of responsibility for outstanding accounts.
• Perform bookkeeping duties, including recording invoices, processing requisitions, and preparing monthly financial reports.
• Prepare and generate accurate estimates (training will be provided).
• Manage daily administrative tasks and handle basic intake tasks.
• Prepare reports and conduct research as needed.
• Draft, edit, and proofread emails, documents, and presentations.
• Manage communication, including answering calls, and performing follow-ups.
• Maintain and update contact lists and databases.
• Assist in organizing virtual events and team meetings if necessary.
• Track deadlines and ensure timely completion of tasks and projects.
• Provide reminders and status updates to team members and stakeholders.
• Assist with travel arrangements, when required.
• Help identify and implement process improvements to enhance team efficiency.

Kenntnisse

English proficiency

Phone skills

Organizational skills

Email etiquette

Professional phone presence

Follow-up abilities

Initiative

Reliability

Cross-functional collaboration

Admin/ops experience

Microsoft Office

Google Workspace

QuickBooks

Asana

Windows 10 setup

Tools

Microsoft Office

Google Workspace

QuickBooks

Asana

Windows 10

Jobbeschreibung

Overview

Coordinate and manage scheduling to ensure smooth daily operations. Handle incoming customer service calls as a primary responsibility, providing timely and professional support. Lead collections efforts, serving as the primary point of responsibility for outstanding accounts. Perform bookkeeping duties, including recording invoices, processing requisitions, and preparing monthly financial reports. Prepare and generate accurate estimates (training will be provided). Manage daily administrative tasks and handle basic intake tasks. Prepare reports and conduct research as needed. Keep daily operations organized and running efficiently. Draft, edit, and proofread emails, documents, and presentations. Manage communication, including answering calls, and performing follow-ups. Maintain and update contact lists and databases. Assist in organizing virtual events and team meetings if necessary. Track deadlines and ensure timely completion of tasks and projects. Provide reminders and status updates to team members and stakeholders. Assist with travel arrangements, when required. Help identify and implement process improvements to enhance team efficiency. Perform general administrative and data-related tasks as needed. Perform other tasks related to the position.

Qualifications

• Proficient level of English (written and spoken).
• Strong phone and interpersonal communication skills in English (verbal and written) with the ability to effectively engage with cross-functional teams, internal leaders, and providers.
• Positive attitude and a professional approach to problem-solving, with strong attention to detail and the ability to learn quickly.
• Excellent email etiquette.
• Professional and friendly phone presence.
• Excellent organizational and follow-up abilities.
• Ability to understand shifting priorities and take initiative.
• Reliability, articulation, and a personable approach to interactions.
• Energetic, self-motivated, proactive, and eager to contribute to a growing business.
• Prior experience in roles such as administrative assistant, data entry, secretary, personal assistance, operations support, or other relevant positions.
• Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Docs, Sheets).
• Experience with QuickBooks or similar tools is a plus.
• Experience with Asana or other task management tools is a plus.
• Sound judgment and the capacity to comprehend and execute instructions promptly with minimal supervision.
• Reliable Windows 10 (or newer) computer with two monitors and stable high-speed internet.