Executive Personal Assistant

$31,200 - $47,840/Yr

Austin Limestone Management Group - Austin, TX

Part-time - Entry Level

Onsite - Austin, TX

Real Estate

About the position

The Executive Personal Assistant at Austin Limestone Management Group, Inc. plays a crucial role in providing administrative and operational support to the Executive Director. This position is designed for individuals who thrive in a fast-paced and energetic environment, engaging with a diverse range of people across various age groups. The role requires a commitment of 25-35 hours per week, with the possibility of additional duties as assigned. The ideal candidate will possess strong organizational skills, a systematic approach to processes, and excellent communication abilities. In this role, the Executive Personal Assistant will coordinate appointments, meetings, and calendar requests using Google Calendars. They will be responsible for taking action points, minutes, and summaries of meetings, ensuring that all relevant information is filed and distributed to involved parties. The assistant will also manage email communications on behalf of the Executive Director, drafting correspondence and responding to inquiries as needed. Additionally, the position involves overseeing filing systems, archiving important documents, and preparing reports and presentations for meetings. The Executive Personal Assistant will conduct research and compile reports for the Executive Director, while also providing reminders of important tasks and deadlines. This role requires a personable individual who can effectively communicate with members of the organization and the board of directors, acting as the first point of contact for correspondence and vendor interactions.

Responsibilities

• Coordinate appointments, meetings, and calendar requests using Google Calendars for the Executive Director.
• Take action points, minutes, and summaries of meetings to file and distribute post-discussion to involved parties.
• Monitor and respond to email communications on behalf of the Executive Director, drafting correspondence as needed.
• Manage filing systems, office systems, and archiving of documents and important information.
• Prepare reports, presentations, and relevant resources for meetings and conference calls.
• Conduct research and compile reports for review by the Executive Director.
• Provide organization and reminders of important tasks, deadlines, and objectives to the Executive Director.
• Communicate with members of the organization and the board of directors, maintaining a working rapport with all involved.
• Act as the first point of contact for correspondence and phone calls, and serve as a point of contact for various vendors.

Requirements

• High School/GED Degree Required; Bachelor's Degree preferred.
• Efficient, flexible, self-motivated, organized, proactive, and a good communicator.
• Comprehensive understanding of Google Mail (Gmail) and its features.
• High proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Proficiency in Apple Mac Operating System and Windows Operating System.
• Proficiency in utilizing social media platforms (Facebook, Instagram, Snapchat).
• Ability to interact with a wide variety of age groups from college students to older adults.
• Ability to learn and be trained on new software and integration of products into operations.
• Flexible schedule and availability including nights and weekends.
• Strong organizational skills and ability to execute objectives in the absence of the Executive Director.

Nice-to-haves

• Experience as a personal assistant for 2 years (preferred).
• Familiarity with systematic process planning and documentation.