An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
File & Trust Tax Service Pittsburg, CA Job Details Part-time | Contract | Internship $21 - $24 an hour 1 hour ago Benefits 401(k) Paid time off Qualifications Computer operation Confidential information handling Microsoft Outlook Computer literacy Spreadsheets In-person customer service Executive administrative support Data entry Multi-line phone systems Typing Full Job Description Job Overview We are seeking a dynamic and highly organized Personal Assistant to provide comprehensive support to our executive team. This role is vital in ensuring smooth daily operations, managing schedules, coordinating projects, and handling a variety of administrative tasks with precision and professionalism. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to facilitate efficient office functioning and executive productivity. This paid position offers an exciting opportunity to be an integral part of a vibrant organization dedicated to excellence and growth. Responsibilities Manage and maintain complex calendars, scheduling meetings, appointments, and events with precision using tools like Microsoft Outlook Calendar and Google Workspace. Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries. Handle correspondence via phone, email, and other communication channels with professionalism and courtesy, demonstrating excellent phone etiquette. Prepare, proofread, and transcribe documents such as reports, memos, presentations, and correspondence to ensure accuracy and clarity. Organize files systematically both physically and digitally through effective filing systems; maintain confidentiality at all times. Support event planning activities for meetings, conferences, or company functions from inception to execution. Assist with bookkeeping tasks using QuickBooks or similar software; handle invoicing, expense tracking, and basic data entry related to financial records. Oversee office management duties including supply procurement, front desk responsibilities, managing multi-line phone systems, and supporting office operations. Conduct project coordination by tracking deadlines, preparing status reports, and liaising between team members to ensure timely completion of tasks. Utilize Microsoft Office Suite (Word, Excel, PowerPoint) for creating reports, presentations, and spreadsheets; perform proofreading to ensure quality standards. Support personal errands or tasks as needed by the executive team to enhance overall productivity. Maintain a professional demeanor in all interactions with clients, vendors, visitors, and internal staff. Qualifications Proven experience as a Personal Assistant or Executive Administrative Support role with a strong background in office management. Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), QuickBooks or similar bookkeeping software. Excellent organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment. Strong typing skills coupled with accurate data entry capabilities; experience with transcription is a plus. Exceptional communication skills including phone etiquette; capable of handling multi-line phone systems confidently. Experience in event planning and project coordination to support various organizational initiatives. Knowledge of clerical procedures such as filing systems, document proofreading, and office supply management. Familiarity with office equipment including photocopiers, scanners, fax machines and front desk operations. Ability to manage multiple projects simultaneously while maintaining attention to detail. High level of computer literacy across various platforms; adaptability to new software tools as needed. Professional demeanor with discretion in handling confidential information; customer service orientation is essential. Join us as a Personal Assistant if you're eager to contribute your organizational prowess and proactive attitude within a supportive environment that values your skills!
