Job Description
Job Overview We are seeking a proactive, highly organized, and trustworthy Administrative Assistant to support our Owner and Office Manager, by managing both professional workflows and personal tasks. The ideal candidate will act as the "right hand," providing high-level administrative support, managing complex calendars, coordinating travel, and handling personal matters with discretion and professionalism. Must be a self-starter, able to work independently, and multi task with efficiency. Responsibilities Calendar & Schedule Management: Organize daily, weekly, and long-term calendars, schedule appointments, and set reminders to ensure maximum efficiency. Communication Liaison: Act as the primary point of contact, screening phone calls, handling email inboxes, and replying to correspondence on behalf of the employer. Administrative Support: Prepare invoicing in QuickBooks, maintain reports and spreadsheets; maintain digital and physical filing systems, reconcile statements, handle all insurance requirements for each customer and subcontractor, onboarding for subcontractors, licensing requirements, etc. Travel Coordination: Arrange domestic/international travel, including flights, hotels, ground transportation, and preparing detailed itineraries. Meetings & Events: Plan, schedule, and set up meetings (including in-person or Zoom/Teams), take notes, and distribute meeting minutes. Personal Assistance & Errands: Run (minimal) personal errands, and provide support for family/household logistics with extreme confidentiality. Expense Management: Track and process expense reports, invoices, and basic financial records. Confidentiality: Handle sensitive and confidential information with absolute discretion and professionalism. Benefits 401(k) Dental insurance Health insurance Paid time off Vision insurance Work Location: In person