Executive Assistant / Office Administrator

Alfred Victoria; Pennsylvania; On-site; USD 40,000 - 70,000; Full time

Job summary

Join a dynamic team as a Personal Assistant where you'll provide essential administrative support to senior management. This role is vital for ensuring smooth operations, as you will manage correspondence, organize meetings, and maintain schedules. You will be the go-to person for facilitating communication and ensuring that important tasks are completed on time. This position requires excellent organizational skills, discretion, and the ability to multitask effectively. If you thrive in a fast-paced environment and enjoy taking initiative, this opportunity is perfect for you to showcase your abilities and make a significant impact.

Qualifications

• Must have discretion and trustworthiness in handling sensitive information.
• 2-3 years of experience as an Administrative Secretary is advantageous.

Responsibilities

• Acting as a first point of contact for correspondence and phone calls.
• Managing diaries, organizing meetings, and scheduling appointments.
• Preparing reports, presentations, and handling administrative duties.

Skills

Discretion and trustworthiness

Excellent written and verbal communication skills

Organizational skills

Interpersonal skills

Flexibility and adaptability

Proficiency in appointment scheduling

Ability to multitask

Tact and diplomacy

Proactive initiative

Excellent computer skills

Education

Certificate in Business Administration

University Graduate

Tools

Printers

Copiers

Scanners

Job description

Job Summary: Personal Assistant (PA) works with senior staff to provide personalized secretarial and administrative support in a well-organized and timely manner.

The PA supports senior managers by offering administrative help such as monitoring a manager’s email, drafting communications on their behalf, planning and organizing meetings, and their travel.

Responsibilities:

• Acting as a first point of contact, dealing with correspondence and phone calls.
• Managing diaries and organizing meetings and appointments, often controlling access to the manager/executive.
• Organizing events and conferences.
• Reminding the manager/executive of important tasks and deadlines.
• Typing, compiling, and preparing reports, presentations, and correspondence.
• Implementing and maintaining procedures/administrative systems.
• Liaising with staff, suppliers, and clients.
• Collating and filing expenses.
• Reporting to senior management and performing secretarial and administrative duties.
• 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.
• 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.
• Observing best business practices and etiquette.

Requirements:

• Discretion and trustworthiness.
• Proficiency in appointment scheduling and call forwarding systems.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills.
• Flexibility and adaptability.
• Organizational skills and the ability to multitask.
• The ability to be proactive and take the initiative.
• Tact and diplomacy.
• Must have a certificate in business administration or any other related courses.
• Must be an experienced University graduate who is very confident with public speaking and able to express ideas verbally and in writing.
• The candidate must have excellent computer skills.
• 2-3 years of experience as an Administrative Secretary would be advantageous.
• Ability to liaise internally and externally on administrative matters.
• Working knowledge of printers, copiers, and scanners.