What are the responsibilities and job description for the Personal Assistant/Office Manager position at Nirvana Management?
Designation Personal Assistant/Office Manager
Location Onsite in Schaumburg IL
Benefits:
Medical, Vision and dental insurance per the company plan
Responsibilities:
This position combines the dual responsibilities of Office Management and Personal Assistance, requiring a capability of efficiently handling both operational and executive support tasks.
Assist internal teams with coordination of activities as needed
Keep information confidential and secure inline to company policy and procedures
Managing calendars: schedule meetings, appointments, and events, and manage their clients calendar.
Travel, pick and drop from home to office / office to home, drive to attend conference and meetings,
Sometimes extensive driving requires as per needs of business, pickup drop lunch and utilities as per needs (should have valid driver's license with great driving skills)
Handling correspondence: manage their client email, faxes, and post, and may draft emails and respond to inquiries.
Arranging travel: may arrange flights, hotels, rental cars, and itineraries for their clients.
Managing office systems: maintain office systems, including data management and filing.
Preparing documents: may produce reports, presentations, and briefing papers.
Running errands: may run errands for their client, such as picking up dry cleaning or grocery shopping.
Handling special projects: may help with special projects, such as planning events, coordinating charity efforts.
Meeting and greeting visitors: PAs may meet and greet visitors at all levels of seniority.
Liaising with others: PAs may liaise with clients, suppliers, and other staff.
As the Executive Personal Assistant, you will be responsible for effectively coordinating a complex and ever-changing calendar of meetings, travel, and events.
Manage and maintain executives schedule, meeting logistics, travel arrangements (commercial/private), calendar management, for both personal/professional and create itineraries with updates on a regular basis.
Open, sort, and distribute incoming correspondence, handle highly confidential and non-routine information.
Arrange related details for conferences and speaking engagements, including promotional merchandise.
Seek estimates, check status, oversee shipping/delivery, and resolve issues for items in home or office.
General office support includes printing documents, drafting correspondence, research, and data entry.
Book and coordinate personal appointments with privacy and discretion.
Help the CEO with any project management needs and any projects that arise.
Assist on personal support, including running various errands and personal gifts.
Help coordinate corporate events and parties, including catering for luncheons, and assist with
setup, clean-up and support during such events.
Office support such as ordering supplies, stocking, and work requests with building management
Run items between home and office including documents, lunch, supplies, and executive vehicle.
Assist with business and personal technology needs and troubleshooting.
Any other duties as required or assigned which are reasonably within the scope of the duties in this job classification.
Develops and maintains relationships in executives, s personal and professional life.
Additional responsibilities as per the directive of the management.
