Personal & Executive Assistant

$72,800 - $72,800/Yr

Cashmere Agency - Newport Beach, CA

Part-time - Entry Level

Newport Beach, CA

Insurance Carriers and Related Activities

About the position

The Personal & Executive Assistant will support the owner of an interior design firm in Newport Coast, CA. This part-time role requires strong office management skills and the ability to handle multiple projects simultaneously. The assistant will be responsible for various administrative tasks, vendor management, and maintaining organization within the office environment.

Responsibilities

• Answer phones
• Work directly with vendors through email and phone
• Schedule vendors/contractors for services
• Handle payment of vendors/contractors
• Maintain schedule of vendors/contractors/deliveries
• Data entry into PO system for management of multiple projects
• Maintain filing system
• Maintain organization of multiple projects
• Reconciliation of credit card statements monthly
• Research and sourcing of supplies from various vendors
• Maintain professional relationship with vendors
• Maintain ongoing list of new contacts/vendors
• Schedule appointments for owner as needed
• Schedule travel - flights, hotels, rental cars, etc.
• Run errands, make deliveries, etc.
• Shipping & receiving - package, drop-off shipments at UPS, FedEx, USPS as needed and accept deliveries
• Assistance with party/event planning
• Place orders online for both personal and business related needs
• Overall maintenance of the office - order office supplies, maintain office equipment
• Ability to travel in and out of state to various jobs with owner as needed

Requirements

• Valid driver's license and vehicle
• Experience in office management
• Ability to work on Mac OS X
• Knowledge in Microsoft Suite
• Professional demeanor
• Strong organizational skills
• Ability to multi-task and manage workflow on multiple projects

Nice-to-haves

• Interest in/knowledge of the interior design industry
• Graphic design skills