Personal Assistant Support

Job Summary:

- The Personal Assistant Support will be responsible for efficiently handling out-of-house/office errands and various in-house/office responsibilities, including general administrative & accounting duties. For the in-house responsibilities, the PAS will work onsite however at times may work remotely depending on the circumstances.

Responsibilities Summary:

- The PAS will handle all “out of office/household” errands. These may include traveling long distances, gift selection and purchasing decisions, general shopping, returns, deliveries, carrying items, pharmacy runs, etc.

- Household/Administrative Tasks: The PAS will be tasked with administrative tasks such as digitally and physically filing & organizing receipts and/or paperwork, managing inventory for office/household supplies, making decisions to optimize their use and to limit costs and creating documents such as reports & spreadsheets.

- Communication: The PAS will handle certain correspondence and communications specifically when it requires a Spanish-speaking person. These may include, but are not limited to, emails, phone calls scheduling vendor visits, following up with clients, etc.

- Travel and Packing: The PAS will assist with travel preparations, including decisions regarding the best routes, packing luggage(s) & any sourcing last-minute items that are required for packing. PAS may also assist with offering or booking transportation for the executive to/from the airport when the PA is unable to handle.

- Accounting/Bill Pay: The PAS may assist with basic accounting and bill pay duties, including receiving, preparing & sending invoices for payment & processing them in the event that the payments owner is unable to.

Household/Office Management:

- Correspondence:

- Handling incoming, outgoing correspondence & packages

- Handling returns

- Picking up & delivering packages at various destinations

- Preparing packages to be shipped

- Household/Office Maintenance:

- Manage inventories for household supplies & order as needed

- Make sure everything is organized & placed properly throughout the apartment

- Shopping & Purchases (grocery, office supplies)

- Meal preparation

- Transport things to storage units & keeping inventory up to date

- Making executive decisions when requested products are not available

- Ensuring all equipment is functioning properly & communicating any issues promptly

- Schedule, supervise & document vendor visits

- Plan out the weekly errand schedule depending on priorities

- Ensuring car permits up to date

- Schedule car detailing monthly

- Recruiting, evaluating, & recommending candidates for different positions

- Managing household staff

- Terminate services with vendors

- Manage and execute personal wardrobe related tasks including shopping for apparel, shoes, personal consumables, etc.

- Dry Cleaners & Tailor runs

- Packing and unpacking for travel.

- Driving to/from airport.

Information Management:

- Data Entry: Creating SOPs for new products

- Data Organization: Filing & organizing documents

- Document Creation: Creating & modifying documents, graphics, tables, etc.

- Answer and direct phone calls, take messages, and respond to inquiries

Errands:

- Grocery/Liquor Run

- Event related purchases

- Post Office

- Pharmacy

- Florist

- Apparel Shopping

- Gift Shopping

- Furniture Shopping

- Personal Deliveries (to friends & family)

- Government Agency errands

- Pick ups

- Taking car to repair shop

- Get mail from PMB (Dorado)

- Christmas Shopping and Special Occasion Shopping

Special Events:

- Assist in all aspects of parties & events (including but not limited to, booking venue, catering, entertainment and other necessary services).

- Deliver invites

- Deliver gifts/baskets

- Scout venues

- Assist with the inventory and supplies before and during events

- Serve as a point of contact for event-related inquiries and communications

- Assist with guest registration, event operations and any last-minute issues or changes

- Buy party favors

- Visit rental companies to document (take pics of) available items

- Assist with post- party clean-up & removal of furniture

Occasional Support with Accounting and Bill Pay: (Note: The PAS will only perform these tasks as a backup solution, and they are not part of their primary responsibilities.) ○ Assist with accounts payable and receivable

- Ensure vendor invoices are submitted correctly

- Pick up checks from Financial Institutions

- Log transactions into spreadsheets

- Handle confidential information with discretion

General Responsibilities:

- Maintain a professional and positive demeanor at all times.

- Communicate clearly, promptly, and professionally with team members, vendors, and clients.

- Stay informed on office policies, procedures, and best practices.

- Effectively manage time to meet deadlines and proactively avoid delays.

- Complete assigned tasks and projects on time and to quality standards, aligned with company norms and best practices.

- Actively contribute to team discussions, decision-making, and cross-functional support.

- Seek and offer feedback to support continuous learning and team performance.

- Assist with special projects and other duties as assigned.

If you are a motivated individual looking to contribute your skills in a dynamic environment, we encourage you to apply for this exciting opportunity as a Personal Assistant.

Job Types: Full-time, Contract

Pay: From $20.00 per hour

Expected hours: 50 per week

Work Location: In person