What are the responsibilities and job description for the Administrative Assistant position at pro/source?
Position : Administrative Assistant
Location : In Office - South Florida (Ideally 4-5 days in office)
Reports To : CEO & Founder
Role Summary :
The Administrative Assistant will provide essential support to the CEO across two organizations : ProSource IT and MyBasePay. This role ensures seamless coordination of day-to-day operations by managing schedules, handling communications, and facilitating organizational efficiency. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.
Key Responsibilities :
- Calendar & Schedule Management : Organize and coordinate the CEO’s calendar across both ProSource IT and MyBasePay. Schedule, prioritize, and reschedule appointments as needed to ensure efficiency.
- Meeting Preparation : Gather materials, conduct research, and provide briefings to ensure the CEO is prepared for key meetings.
- Communication & Liaison : Serve as the primary point of contact between the CEO and internal / external stakeholders. Facilitate follow-ups and ensure smooth communication across both organizations.
- Internal & External Correspondence : Draft, review, and prepare internal memos, staff updates, and external communications for clients, partners, and other stakeholders.
- Confidentiality & Discretion : Handle sensitive information with professionalism and sound judgment, maintaining the highest level of confidentiality.
- Administrative & Operational Support : Assist in organizing files, managing documentation, and streamlining office processes to enhance operational efficiency.
- Cross-Department Coordination : Liaise with various departments to align priorities, facilitate collaboration, and support ongoing projects.
- Task Management & Prioritization : Assist in managing to-do lists, tracking deadlines, and ensuring timely completion of administrative tasks.
Qualifications :
Preferred Experience :
This role is ideal for a proactive, detail-oriented individual who thrives in a dynamic work environment and is eager to contribute to the efficiency and success of both organizations.
