We are seeking a highly organized and technically proficient individual to fulfill a pivotal role in supporting the owner/CEO. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple tasks efficiently. The ideal candidate will thrive in a fast-paced environment and exhibit discretion, professionalism, and integrity in handling sensitive information.

Duties include coordinating meetings, managing calendars, handling correspondence, offering project assistance, and facilitating travel arrangements. This position encompasses both corporate and personal tasks across two office locations, necessitating a proactive, versatile approach. The ideal candidate should demonstrate self-initiative, agility, and proficiency in various technologies such as Microsoft Office Suite, Adobe Acrobat, CRM systems, and diverse calendar and teleconferencing platforms. Additionally, occasional travel between the two offices, approximately 13 miles apart, is part of the role.

RESPONSIBILITIES:

1. Calendar Management:
Schedule and coordinate appointments, meetings, and travel arrangements. Distribute calendar every weekday.

2. Communication:
Handle incoming and outgoing communications, including emails, phone calls, and written correspondence. Draft and proofread documents, reports, and presentations as needed. Accurately transcribe voice recordings and/or live conversations. Merge data from one application into another to create personalized correspondence (letters and mailing labels).

3. Project Support:
Provide administrative support for ongoing projects, including organizing meetings, preparing materials, researching topics, and tracking deadlines.

4. Office Organization:
Maintain organized filing systems, both physical and digital, to ensure easy retrieval of information. Order office supplies and ensure office equipment is in working order.

5. Personal Assistance:
Assist with personal tasks and errands as requested. Assist in keeping home office organized.

6. Travel Coordination:
Arrange travel itineraries, including flights, accommodations, meals, and transportation.

7. Event Planning:
Assist in planning and coordinating events, conferences, and off-site meetings.

8. Other Duties:
Perform other duties as assigned.

REQUIRED SKILLS:

1. High school diploma or equivalent.

2. Minimum of five years’ experience in an administrative support role.

3. Expert proficiency with Microsoft Office Suite. This is non-negotiable. You must be highly skilled in using Word, Excel, and PowerPoint.

4. Competence in mail merges for labels, badges, letters, etc.

5. Competence in scheduling meetings with Outlook, Google Calendar, Zoom, and Teams.

6. Competence in creating, adding and removing pages from, and editing PDFs with Adobe Acrobat.

7. Excellent verbal and written communication skills.

8. Ability to multitask with meticulous attention to detail.

9. Ability to work independently with minimal supervision and handle confidential information with tact and integrity.

10. Flexibility to adapt to changing priorities and work outside regular business hours as needed.

ADDITIONAL INFORMATION:

1. Day Shift: 9:00 A.M. to 5:30 P.M. most weekdays with exceptions that may include working evenings or Sundays.

2. Pay Rate: $25 -- $35/hour, commensurate with experience. Paychecks are issued on or near the 1st and 15th of each month (24 paychecks annually).

3. Dress Code: professional.

4. This is NOT a remote position.

5. Local travel between offices is required.

We offer a competitive compensation and benefits package. If you are a dedicated and resourceful professional looking to make a meaningful impact, we encourage you to apply for this exciting opportunity. Please submit your resume detailing your qualifications and relevant experience. We look forward to hearing from you!

Job Type: Full-time

Pay: $25.00 - $35.00 per hour

Expected hours: 35 – 45 per week

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Microsoft Excel: 3 years (Required)
• Microsoft Powerpoint: 3 years (Required)
• Microsoft Word: 3 years (Required)
• Microsoft Outlook: 3 years (Required)

Ability to Commute:

• Springfield, PA (Required)

Work Location: In person