Personal Administrative Assistant

OverviewWe are seeking a highly organized Personal Administrative Assistant to provide direct administrative support to our executive director. The ideal candidate will be an expert in Microsoft Office suite, very comfortable with transcription, and able to successfully manage multiple competing priorities.

Duties

• Recording and organizing the executives ideas into functional work products, such as project plans, reports, and action items.
• Working directly with the executive to schedule and complete daily tasks, ongoing projects, reports, and presentations.
• Transcribe emails, reports, and meeting notes under the executives direction.
• Track action items, create spreadsheets, presentations, flowcharts, and other tasks under the direct supervision of the executive.
• Manage the executives daily tasks and calendar. Create meetings, appointments, and task reminders to ensure the executives day runs smoothly.
• Manage multiple competing priorities; demonstrate flexibility and adaptability as needed, while meeting deadlines and project requirements.
• Project coordination, including identifying project tasks and assignments, providing regular status updates, compiling data for reports and presentations.
• Document management, including building file structures, version control, and ensuring consistency on works-in-progress with multiple contributors. Experience with managing engineering drawings is preferred.
• Proofreading and editing documents prior to distribution.
• Accounts payable and receivable, including tracking project budgets, costs, expenditures, profit and loss.
• Contract management, including preparing project scopes of work, budget estimates, document preparation and tracking.
• Support the executive team with various projects as needed, demonstrating flexibility and adaptability.
• The ability to maintain confidentiality and appropriately handle highly sensitive materials is an absolute must.

Requirements

• Proven experience as personal, administrative, or executive assistant; or in other similar administrative roles.
• Typing speed of 60 WPM (minimum) and ability to transcribe spoken word quickly and accurately.
• Strong skills in Microsoft Office Suite, especially Word, Outlook, Teams, Excel, Visio, PowerPoint, and SharePoint.
• Ability to manage multiple tasks efficiently while maintaining attention to detail.
• Strong organizational skills with the ability to prioritize effectively in a fast-paced environment.
• Willingness to learn and positive attitude.
• The ability to influence without authority.
• Experience in the electric utility industry is a strong plus.
• Experience with Quickbooks and small business bookkeeping also preferred, but not required.

This position offers an exciting opportunity for individuals looking to contribute significantly to the success of our executive team while developing their administrative skills in a dynamic work environment.

Job Type: Contract

Pay: From $35.00 per hour

Expected hours: 10 - 50 per week

Experience:

• personal or administrative assistant: 1 year (Required)
• Transcription: 1 year (Required)

Work Location: Remote