Administrative Assistant (part-time)
Summary
Title: | Administrative Assistant (part-time) |
---|---|
ID: | 2049 |
Location: | N/A |
Job Type : | N/A |
Company: | N/A |
Description
Position Summary:
Position provides personal and administrative support services related to daily administration, planning, and correspondence for the Personal Assistant and supports the household as needed. Part-time (20-25 hours/week), hourly/non-exempt position which reports to the Personal Assistant and Medical Administrator.
Duties and Responsibilities:
Administrative
Position provides personal and administrative support services related to daily administration, planning, and correspondence for the Personal Assistant and supports the household as needed. Part-time (20-25 hours/week), hourly/non-exempt position which reports to the Personal Assistant and Medical Administrator.
Duties and Responsibilities:
Administrative
- Assist in maintaining log of all gifts given and received by family.
- Assist in maintaining wardrobe binders.
- Assist in maintaining household files and with keeping office organized.
- Work with Personal Assistant on special projects and events.
- Communicate with service vendors, household staff, and corporate staff on a variety of items as directed by Personal Assistant.
- Assist Personal Assistant and Head Housekeeper with coordination of various social or family events.
- Assist Personal Assistant with various aspects of the Christmas season (including household decorating) in conjunction with appropriate vendors and staff. Assist in maintaining accurate Christmas card list; assist with timely addressing and mailing of cards.
- Assist with gift tracking and wrapping for family.
- Assist with Christmas parties and Christmas events.
- Assist in maintaining and organizing inventory of entertaining, seasonal, and decorating items.
- As directed, designate proper location of items; ensure entertaining items are moved/stored in the appropriate places.
- Assist with expense reports.
- Assist in tracking annual floral expenses and wardrobe expenses.
- Perform various shopping duties when necessary; run errands as needed. Purchase products online and from stores as necessary.
- Maintain positive/professional relationships with all local vendors and personal family acquaintances.
- Place online/catalog orders as directed by Personal Assistant.
- Open incoming packages and put them in their proper places as directed by Personal Assistant.
- Prepare catalog order items appropriately that need to be returned; ship returns.
- Stock office supplies for staff areas at the house.
- Coordinate and assist with major cleaning projects as needed, including spring cleaning, closet clean-out, storage room organization, etc.
- Assist in setting up and maintaining the excess storage inventory of personal items and furniture.
- Exercise open communication with all household staff.
- Carry out special projects and additional duties as directed.
- Five years of relevant work experience required; some college preferred.
- Ability to initiate, prioritize, and follow through on projects with little supervision.
- Ability to anticipate needs and initiate projects accordingly.
- Excellent verbal and written communications skills.
- Good judgment and decision-making skills.
- Strong multi-tasking and organizational skills; excellent attention to detail.
- Excellent teamwork skills.
- Good computer skills; proficient in use of the internet, Word, Outlook and Excel.
- Valid driver’s license required.
- Ability to interact professionally and effectively with individuals at all levels.
- Ability to represent the owners in a professional and gracious manner.
- Proven ability to maintain high level of confidentiality.
- Resourceful and assertive in gathering information to effectively communicate.
- Ability to see the big picture and anticipate needs.
- Flexibility to work irregular hours on occasion.
- Ability to lift/transport boxes of approximately thirty (30) pounds, stoop, and bend.
- The family’s privacy and security are of critical importance; the highest level of confidentiality must be exercised at all times.
This opening is closed and is no longer accepting applications