Personal Assistant / Office Coordinator

Job Description

ABOUT JOB

We are seeking a highly organized, proactive, and solutions-oriented Personal Assistant & Office Coordinator to directly support the President of the company in both business and personal operational responsibilities.

This role is designed for someone who thrives in fast-paced entrepreneurial environments and can become a true operational extension of leadership. The ideal candidate is exceptionally organized, detail-oriented, responsive, and capable of helping manage multiple moving parts across several businesses, clients, internal teams, and executive priorities.

This is a hands-on operational support role that combines:

• Executive assistance
• Office management
• Administrative operations
• Project coordination
• Proposal and invoicing support
• Team accountability support
• Personal assistant responsibilities

The right person will help improve organization, communication, turnaround times, follow-through, and operational efficiency across the company.

Primary Responsibilities

Executive & Administrative Operations

• Manage executive calendars, appointments, scheduling, and reminders
• Monitor, organize, prioritize, and assist in responding to high-volume email accounts
• Assist with internal administrative operations and executive follow-through
• Help manage daily, weekly, and long-term task lists and priorities
• Coordinate operational needs across multiple company entities
• Assist with maintaining timelines, deadlines, and accountability on deliverables
• Support leadership with organization and operational execution

Proposal, Client & Project Support

• Prepare, customize, and organize proposals through PandaDoc
• Assist with proposal turnaround times and client follow-up
• Help create invoices and maintain invoicing organization
• Coordinate with leadership on project timelines and fulfillment commitments
• Assist with organizing presentation decks, templates, and client-facing materials
• Help organize and maintain internal marketing and sales assets
• Support client communication and administrative coordination where needed
• Assist with managing overflow clients and administrative client needs

Financial & Business Administrative Support

• Support HR-related administrative functions and employee documentation
• Coordinate with bookkeeping and accounting teams
• Assist with QuickBooks organization, invoicing, expense categorization, and reconciliation preparation
• Help manage business insurance, operational accounts, and vendor relationships
• Track recurring operational expenses and administrative deadlines

Office Management Responsibilities

• Maintain organization and functionality of the office
• Order and organize office supplies, inventory, displays, and operational materials
• Help maintain office cleanliness and organization
• Assist with operational logistics and general office upkeep
• Coordinate vendor communication and office-related administrative needs

Marketing & Social Media Coordination

• Assist in managing and organizing social media scheduling and posting support across multiple city locations
• Help maintain consistency in brand communication and posting timelines
• Assist with organizing content assets and marketing materials
• Support website organization and administrative updates

Personal Assistant Responsibilities

• Assist with errands and organizational support for the President
• Help track and follow up on personal deadlines
• Assist with scheduling personal appointments and reminders
• Provide trusted day-to-day executive support with discretion and professionalism

Ideal Candidate

The ideal candidate:

• Loves organization and creating structure
• Can anticipate needs before being asked
• Is highly dependable and detail-oriented
• Understands urgency and accountability
• Is calm under pressure and adaptable
• Can manage multiple priorities simultaneously
• Is comfortable handling both executive business support and personal assistant responsibilities
• Enjoys helping leadership stay focused and efficient
• Has excellent written and verbal communication skills
• Is tech-savvy and comfortable learning systems quickly

Qualifications

• 3+ years experience in executive assistance, office management, operations coordination, administrative support, or related roles preferred
• Experience with Google Workspace, Microsoft Office, QuickBooks, ADP, PandaDoc, and task management systems preferred
• Is AI proficient
• Strong organizational and time management skills
• Excellent communication and follow-through
• Ability to handle confidential information professionally
• Experience working in fast-paced agency, entrepreneurial, or multi-business environments is a strong plus

Pay: $55,000.00 – $65,000.00 per year

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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