Personal/Executive Assistant

Requirements :

• Outstanding organizational skills, and excellent verbal and written communications, including editing / proofreading ability.
• Tech-savviness with digital tools and software for scheduling, document management, and communication, including Zoom, Slack, Trello, Google Suite, Microsoft Office, and industry-specific software.
• Flexibility in scheduling with a willingness to accommodate needs on occasional weekends / evenings necessary.
• Your own transportation in good condition to drive to and during work hours (proof of insurance and valid driver’s license will be required).
• Able to ascend and descend multiple flights of stairs; lift objects up to 50 pounds; present proof of legal authority to work in the United States.

Office Tasks :

• Retail bookkeeping , including both accounts payable and receivable, and reconciliation between Quickbooks Online and retail point of sale / inventory management system.
• Calendar Management.
• Ensuring that all appointments scheduled on other calendars (family, bookstore, law firm) are transferred to my personal calendar (and vice versa).
• Booking appointments for medical, dental, and other personal appointments.
• Understanding overall priorities to ensure a smooth schedule.
• Assist with time management and prioritizing tasks and deadlines.
• Ensure that the office’s various areas are well-organized, clean, maintained, and stocked, including my office, kitchen / common areas, supplies, storage areas, and filing systems.
• Implement effective preventative maintenance schedule for office space, and equipment (including computers, printers, business vehicle, and other equipment), revise schedules when appropriate, troubleshoot maintenance issues.
• Coordinate with existing service providers; research, propose, and manage relationships with service providers as needed.
• Organize and reorder office supplies as needed for office and retail business, including those for in-person and remote workers while minimizing cost.
• Coordinating and arranging firm and bookstore-sponsored travel arrangements and conference registrations for team members.
• Coordinating and arranging reservations or catering for team meetings.
• Filing / document management.
• Filing and managing flow of paper, including legal documents, financial statements, business invoices, and bills.
• Managing and organizing personal and business documents (legal documents, financial statements, bills, invoices, and statements).
• Revise and update existing filing systems and organization.
• Develop and maintain a system for closed file storage and schedule for destruction.

Salary : $18 - $20