Office / Personal Assistant

We Offer

• Competitive salary (based on experience) plus a bonus
• 401K with match
• Medical, dental, and vision insurance and other benefits
• Great international work environment
• Excellent ongoing training
• Paid vacation and holidays
• Growth opportunities

Responsibilities

• Serve as the first point of contact for office visitors and phone inquiries, ensuring a welcoming and professional atmosphere.
• Manage office supplies by tracking inventory, placing orders, and keeping common areas organized and well-stocked.
• Oversee incoming and outgoing mail, couriers, and deliveries to ensure timely and efficient distribution.
• Maintain an organized filing system for both physical and digital documents, ensuring accuracy and accessibility.
• Coordinate and schedule meetings, calls, and appointments for partners and senior leaders, managing calendars and priorities effectively.
• Organize business and occasional personal travel arrangements, including flights, accommodations, and ground transportation.
• Prepare reports, presentations, and correspondence, often handling sensitive and confidential information.
• Process and manage expense reports, reimbursements, and invoices accurately and in a timely manner.
• Handle last-minute changes in schedules or itineraries and adapt quickly to accommodate adjustments.
• Serve as a point of contact for clients, handling inquiries and providing professional and timely responses.
• Facilitate smooth communication between clients and team members, ensuring information is relayed accurately and promptly.
• Assist in maintaining client records and updating contact databases to ensure accurate and current information.
• Help plan and coordinate company events, client meetings, and team gatherings, including logistics, catering, venue bookings, and event setup.
• Manage RSVPs, agendas, and attendee communication to ensure successful execution of meetings and events.
• Maintain office cleanliness and organization, coordinating with building management, maintenance teams, and vendors as necessary.
• Troubleshoot basic office equipment issues and liaise with IT or external service providers for technical support.
• Assist other departments with administrative tasks, coordination, and logistics when additional support is needed.
• Assist senior leaders with personal tasks, including scheduling appointments, managing calendars, handling errands, and coordinating family or household matters.
• Organize personal and family travel arrangements, dinners, gatherings, and other events as requested.
• Liaise with service providers, vendors, and other external contacts on behalf of senior leaders for both professional and personal matters.
• Maintain discretion and confidentiality when handling personal and business information.
• Perform other duties as assigned to support the overall efficiency and success of the firm.

Requirements

• High School Diploma (Associate's or Bachelor's degree preferred)
• At least 3 years of administrative experience
• Efficient use of Microsoft Word, Excel, Outlook
• Any knowledge of other accounting, tax, or other software would be a plus
• Excellent verbal and written communication skills
• Must be dependable, able to work independently, and stay on task
• Outgoing personality, strong teamwork skills, and a professional attitude
• Being sales-oriented and enjoying engagement with clients is a big plus!
• Active driver's license and clean driving record