Executive / Personal Assistant

Job Title: Executive/Personal Assistant Location: Alabama

Summary of Position:

The Assistant provides high-level administrative and departmental support to an executive. This role involves handling a wide range of responsibilities, including preparing reports and presentations, managing the executive calendar, and ensuring departmental compliance with organizational policies. The ideal candidate possesses comprehensive knowledge of administrative functions and demonstrates the ability to manage complex tasks with minimal supervision. Confidentiality, attention to detail, and the ability to handle sensitive information are critical to this position. This part-time role offers the potential to evolve into a full-time position.

Essential Duties/Responsibilities:

• Provide comprehensive administrative support to an executive, including handling correspondence, preparing reports, and creating presentations, often of a confidential or complex nature.
• Ensure departmental operations align with organizational policies and procedures.
• Maintain departmental records and handle incoming and outgoing correspondence.
• Arrange for meeting rooms or facilities and ensure all necessary arrangements are in place.
• Prepare meeting agendas, presentations, and supporting documents.
• Arrange and confirm travel plans, including transportation, accommodation, and itineraries.
• Prepare and submit expense reports on behalf of the executive and department as appropriate.
• Participate in and contribute to special projects as directed by the executive or department head.
• Maintain confidentiality of sensitive information and act as a trusted liaison between the executive and other parties.
• Handle complex issues and problems independently, referring only the most intricate matters to the executive
• Assist with errands and personal tasks for the executive as needed.
• Some travel may be required

Necessary Qualifications:

• Requires a minimum of 10 years of experience in a similar role.
• Comprehensive knowledge of administrative and support functions.
• Exceptional organizational and time-management skills.
• Proven flexibility and adaptability.
• Strong written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with virtual meeting platforms.
• Proven ability to maintain confidentiality and handle sensitive information with discretion both personal and professional
• Experience coordinating travel and preparing expense reports.
• Proven ability to handle multiple tasks, prioritize effectively, and work independently.
• Demonstrated ability to work under minimal supervision in a fast-paced, dynamic environment.
• AAS in Business or related field
• Must be located in Birmingham and able to report to an office location as needed.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk or hear. The employee is required to frequently sit with frequent forward bending and occasional rotation. The employee must rarely lift, carry and/or move up to 13 pounds and rarely lift and/or move up to 25 pounds. The employee is required to rarely push or pull up to 45 pounds horizontally. The employee frequently is required to use hands to finger, handle or feel and reach with hands and arms. The employee is required occasionally to walk; climb stairs; and stand with rare rotation. Rarely the employee is required to squat repetitively or reach up to 74”. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Working Environment: Works in office environment and site environment. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently with or without accommodation. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The above job profile reflects the requisite knowledge, skills and abilities for this position and is not intended to be all encompassing. Other duties and responsibilities may be expected based on operational and departmental needs.

Job Types: Full-time, Part-time

Pay: $19.00 - $22.00 per hour

Expected hours: 10 – 20 per week

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Location:

• Birmingham, AL (Jefferson County) (Required)

Work Location: Remote

Salary : $19 - $22