Personal Assistant/Office Manager

Overview:
The Personal Assistant/Office Manager is responsible for overseeing the administrative and financial operations of the corporate office and private estate, ensuring seamless day-to-day management with professionalism and discretion. This role includes maintaining staff records, coordinating schedules, managing vendor relationships, budgets, billing, and handling correspondence. Reporting directly to the Chief of Staff, the Personal Assistant/Office Manager plays a key role in supporting all office/personal functions and ensuring efficient operations.

Hard Skills:

• Office administration and organization
• Budget management and expense tracking; invoicing and payment processing
• Vendor coordination and contract management
• Proficiency in scheduling and calendar management
• Strong communication and document management skills
• Knowledge of confidentiality and data protection protocols

Job Duties and Tasks:

Office Operations Management:

• Oversee the day-to-day operations of the office, ensuring a well-organized and functional workspace.
• Manage office supplies, equipment, and inventory, placing orders as necessary to maintain stock levels.
• Coordinate office maintenance, including handling repairs, cleaning services, and vendor relationships.
• Handle communication with vendors, service providers, and contractors.

Administrative Support:

• Provide administrative support to executives and staff by managing calendars, arranging travel logistics, and scheduling meetings.
• Assist in preparing documents, presentations, and reports as needed.
• Handle incoming phone calls, emails, and inquires, redirecting or responding as appropriate.

Team Coordination:

• Serve as the primary point of contact for office staff, ensuring effective communication between departments.
• Plan and coordinate office events, meetings, and team-building activities.

Financial and Budget Management:

• Manage office budget, track expenditures, and ensure that office operations remain cost-effective.
• Process invoices, track office expenses, and handle petty cash management. Pay bills and credit cards

Health, Safety, and Compliance:

• Ensure that the office complies with safety regulations and maintains a clean and healthy work environment.
• Act as the point of contact for any safety or emergency protocols within the office.

Character Sketch and Traits:

• Discreet and Trustworthy: Respects privacy, understands the importance of confidentiality, and exercises sound judgment.
• Humble and Service-Oriented: Genuinely values excellence in service without seeking recognition.
• Detailed-Driven and Precise: Naturally attentive to the smallest details and takes pride in perfection.
• Calm and Composed: Handles high-pressure situations with grace and maintains a low-profile presence.
• Flexible and Adaptable: Can anticipate needs and adjust seamlessly to changing circumstances.

Qualifications:

• Minimum of 5-10 years of administrative or office management experience as a Personal or Executive Assistant, Operations Coordinator, or Administrative Manager is often required. Experience working in households or corporate offices is preferred.
• Strong organizational and time management skills.
• Strong Communication Skills: Liaising between executives, employees, and vendors.
• Financial and Budgeting Knowledge: Handling office expenses, payroll, and purchasing.
• Technology Proficient: Google Suite, Bill, calendaring.
• Attention to Detail: Ensuring processes run smoothly without mistakes.
• Other Tools: Productivity, scheduling, shipping, and tracking.

Job Type: Full-time

Pay: $90,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Application Question(s):

• How soon are you available to start?

Experience:

• Personal Assistant and Office Manager: 5 years (Required)

Ability to Commute:

• Valley Stream, NY 11580 (Required)

Work Location: In person

Salary : $90,000 - $100,000