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Office Administrator / PA job at Kibo Lounge

About the Organization

Job Description

I am searching for a hybrid remote/in-person full-time, Personal Assistant (roughly 16 hours a week with the opportunity to increase), who can assist with tasks such as personal communications including but not limited to detailed note-taking, understanding/interpreting emails, developing email responses, assisting with any needed phone/video calls, and documents that I receive. This individual would also potentially assist with local volunteer opportunities that we take part in and/or potential local speaking events that I may present at. It is equally important that the hired individual understand that I am not looking for someone to micromanage or run my daily life, instead, I am seeking someone who can help facilitate conversations, comprehension, and overall understanding regarding job tasks and goals.

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Duties and Responsibilities


Office Administrator Duties:

Administrative Support:

  • Answering and directing phone calls.

  • Managing office correspondence, including emails, letters, packages, and other documents.

  • Organizing and maintaining office files, records, and databases.

  • Scheduling and coordinating meetings, appointments, and travel arrangements.


Office Management:

  • Overseeing office supplies and inventory, ensuring adequate stock levels.

  • Coordinating maintenance and repairs for office equipment and facilities.

  • Implementing and maintaining office policies and procedures.

  • Ensuring compliance with health and safety regulations.


Financial Duties:

  • Assisting with budget preparation and monitoring expenses.

  • Handling petty cash and invoicing.

  • Coordinating with the finance department for billing and payroll processing.


Human Resources Support:

  • Assisting with recruitment processes, including posting job ads and scheduling interviews.

  • Maintaining employee records and handling onboarding processes.

  • Organizing training sessions and employee development programs.


Customer Service:

  • Greeting and assisting visitors.

  • Handling customer inquiries and resolving complaints.

  • Building and maintaining relationships with clients, suppliers, and other stakeholders.


Personal Assistant (PA) Duties:

Executive Support:

  • Managing the executive’s calendar, including scheduling meetings, appointments, and travel.

  • Preparing and editing correspondence, reports, presentations, and other documents.

  • Conducting research and providing summaries or reports to assist in decision-making.

  • Acting as the point of contact between the executive and internal/external stakeholders.


Organizational Tasks:

  • Organizing and maintaining the executive’s files and records.

  • Coordinating events, conferences, and business functions.

  • Handling confidential information with discretion.

  • Ensuring the executive is well-prepared for meetings and events.


Personal Tasks:

  • Managing personal appointments and schedules for the executive.

  • Handling personal errands and tasks as required.

  • Coordinating household or family-related activities, if needed.


Communication:

  • Screening and prioritizing emails, phone calls, and other communications.

  • Drafting and sending communications on behalf of the executive.

  • Liaising with clients, suppliers, and other stakeholders on behalf of the executive.

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Qualification, Experiences and Competencies

  • Schedule meetings and manage calendars

  • Answer phone calls and emails and take messages

  • Take accurate and comprehensive notes at meetings

  • Help with daily time management


  • Run errands as requested

  • Plan travel, including flights, accommodation, and ground transportation

  • Coordinate events and speaking engagements

  • Draft correspondence suc

How to Apply

Interested and qualified, send email to info@kibolounge.com to apply.

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