Personal Assistant/Office Assistant

Overview Our Team Leader is seeking a highly organized and proactive Personal Assistant to support her in various administrative tasks. The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to manage multiple priorities effectively.

Duties Advanced Calendar Management:

Masterfully coordinate complex schedules, including appointments, meetings, and travel, using tools like Google Calendar or Outlook to prevent conflicts and optimize time. Proactively anticipate scheduling needs and adjust plans in real time.

Communication Oversight:

Manage emails, calls, and correspondence with efficiency, prioritizing urgent items and drafting responses when appropriate.

Personal Support:

Handle personal tasks such as booking reservations, coordinating with vendors, or planning events, ensuring every detail is meticulously executed.

Travel Planning:

Arrange detailed travel itineraries, including flights, hotels, and ground transport, with a focus on efficiency and comfort.

Task Organization:

Maintain prioritized task lists and follow up on action items to keep projects on track.

Office Coordinator Duties:

Office Organization:

Streamline office operations by maintaining impeccable systems for supplies, equipment, and records, creating a professional and efficient workspace.

Schedule Coordination:

Oversee office-wide calendars for team meetings, client visits, and events, ensuring flawless logistics and preparation.

Financial Organization:

Track expenses, process invoices, and manage basic bookkeeping with precision, collaborating with accounting professionals as needed.

Document Control:

Create and maintain highly organized digital and physical filing systems, ensuring quick access to critical documents while safeguarding confidentiality.

Event Planning:

Organize office meetings and events with meticulous attention to detail, from agendas to catering and materials.

Qualifications Experience:

3+ years in a personal assistant, office manager, or similar role with a proven track record in calendar management and organization.

Education:

Bachelor's degree preferred or equivalent experience.

Skills:

Expert-level proficiency in calendar tools (e.g., Google Calendar, Microsoft Outlook) and organizational software (e.g., Asana, Trello). Superior organizational skills with a knack for creating systems that streamline workflows. Strong written and verbal communication skills. Basic bookkeeping and financial tracking abilities. Ability to handle confidential information with utmost discretion.

Personal Attributes:

Proactive, detail-obsessed, and able to anticipate needs before they arise. Calm under pressure with excellent problem-solving skills. Professional, adaptable, and adept at managing multiple priorities in a fast-paced environment. Preferred Qualifications Experience supporting executives with demanding schedules. Familiarity with real estate. Knowledge of CRM or advanced project management tools. Why Join Us? Work closely with a dynamic professional in a role where your organizational skills shine. Competitive salary Opportunities for growth in a fast-paced, rewarding environment. How to Apply Submit your resume and a cover letter highlighting your experience in calendar management and organization to alejandra@ericadiazteam.com. Applications reviewed on a rolling basis. We are an equal opportunity employer and value diversity in our workplace.

Job Type:

Full-time Pay:

$30.00 per hour

Work Location:

In person