What are the responsibilities and job description for the Executive Assistant/Personal Assistant position at Chasing Connections?
Job Title: Administrative Assistant
Location: Boca Raton, FL
Job Description:
We are seeking a highly organized and self-driven Administrative Assistant to support the Senior Executive Assistant of our
firm's Managing Principal. The ideal candidate will have outstanding communication skills, a keen eye for detail, and the ability
to manage sensitive information with confidentiality. This role is crucial for the seamless functioning of our executive team and
demands a proactive attitude in handling tasks and responsibilities.
Key Responsibilities:
- Manage and update complex calendars, travel arrangements, and important deliverables.
- Coordinate appointments, meetings, and event attendance.
- Prepare and update daily/weekly agendas, ensuring all changes are communicated effectively.
- Handle confirmation calls and add calendar events with precise details.
- Maintain and organize digital and paper filing systems, including saving and filing receipts, invoices, and important
documents.
- Assist with administrative tasks such as correspondence, documentation, and spreadsheet updates.
- Track Certificates of Insurance (COIs) and W9s from vendors, ensuring compliance and timely renewals.
- Collaborate with vendors to troubleshoot issues and provide support as needed.
- Prepare shipments via UPS/USPS/FedEx and assist with printing checks as required.
- Oversee, order, and restock office supplies and pantry items, in addition to tending to the office plants.
- Proactively communicate with team members to avoid duplication of tasks and ensure all needs are met.
- Order and pick up lunches as needed, and be flexible with running errands on the fly to support the team's needs.
Requirements:
- Valid driver's license and residence in or near Boca Raton, Florida.
- Demonstrated experience as an executive or personal assistant.
- Proficient in Microsoft Office Suite, especially Excel, and familiar with Google Workspace.
- Availability for full-time in-office work, Monday through Friday, from 9 AM to 6 PM.
- Bachelor's degree (required) in Business Administration or a related field (preferred).
Key Qualifications:
- Discretion and Integrity: Capable of managing confidential information with the highest level of care, ensuring
trustworthiness in all interactions.
- Adaptability: Skilled at remaining flexible and adjusting to changing priorities and demands in a dynamic work
environment while maintaining composure under pressure.
- Strong Interpersonal Skills: Proficient in establishing and nurturing positive relationships with colleagues, clients, and
vendors.
- Attention to Detail: Meticulous in reviewing documents and managing tasks to ensure accuracy and completeness.
- Proactive Communication: Excellent verbal and written communication skills, with the ability to convey information
clearly and effectively.
- Time Management: Exceptional organizational skills to prioritize tasks efficiently and meet deadlines consistently.
- Tech-Savvy: Quick to learn new software and tools, comfortable using technology to enhance productivity.
- Resourcefulness: Ability to find solutions independently and seek information or assistance when needed.
- Positive Attitude: A can-do mindset that fosters a collaborative and motivating work environment
Job Type: Full-time
Pay: $30.00 - $50.00 per hour
Schedule:
- 10 hour shift
- 12 hour shift
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $30 - $50
