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.

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.