Job Description

 

Selfless Love Foundation, non-profit organization founded in Florida is currently seeking an Executive Personal Assistant that possesses excellent people and customer service skills. The ideal candidate must reside in Jupiter, Florida, have 3-5 years of personal assistant experience working directly for a private family, can pass a background check, has reliable transportation and a clean driving record. The Executive Personal Assistant will be consistently traveling to vendors, donors and to headquarters to execute job duties. ***Must be able to work occasional nights and weekends for foundation events****

This is a full-time position. Benefits include Medical, Gap, Dental , Vision , company paid short-term disability and life insurance.

SKILLS:

· Excellent people and customer service skills.

· Able to lift 25 lbs. and stand for extended periods of time.

· Ability to drive to the post office, vendors, and HQ office to execute assigned tasks.

· Excellent organizational skills, time management skills, and attention to detail.

· Comfortable working independently and collaborating with a dynamic team.

· Effective written and verbal communication skills.

· Ability to follow directions and obtain clarity when needed.

· Experience handling confidentiality and sensitive information.

· Flexible, self-starter; able to multitask while being highly detail oriented.

· A self-starter with a demonstrated ability in setting priorities.

· Technologically savvy with computer software.

· Comfortable managing multiple spreadsheets to track inventory and data in Excel.

· Comfortable with technology such as, but not limited to, Gmail, Dropbox, Google Sheets, Google Docs, and Asana.

RESPONSIBILITIES:

Storage & Inventory

· Manages storage and inventory of office and event supplies, gift shop, and marketing materials.

· Order and reorder supplies and materials, aligning expenses as requested.

· Track gift shop inventory and report to the appropriate team members to ensure website accuracy.

· Track inventory of all collateral, marketing materials and the like to the appropriate parties.

Administrative Tasks

· Execute the shipping and handling of: staff mail, donor gifts, auction items, gift shop sales, new employee packages, thank you letters, etc.

· Manage Selfless Love Foundation mail, which includes going to the post office, maintaining the mail log, scanning and emailing/sending items to appropriate team members, and distributing the mail as needed.

· Making deposits at the bank using a deposit slip and documenting images of checks as well as maintaining the incoming check log.

· Assist all departments to include, but not limited to, picking up print and collateral materials and shipping to the determined destination.

· Filing documents according to the retention policy.

· Utilize Asana to access tasks, complete the tasks within the time allocated and provide updates and documentation as necessary.

Other Duties as Assigned

· Responsibilities may change based on the needs of the organization. The position will need to be flexible and willing to take on other duties as assigned.Responsibilities:
- Manage and maintain the executive's Outlook calendar, scheduling appointments and meetings
- Assist with proofreading and editing documents for accuracy and clarity
- Perform clerical tasks such as data entry, filing, and organizing paperwork
- Utilize DocuSign to electronically sign and send important documents
- Proficiently use Google Suite to create and edit documents, spreadsheets, and presentations
- Provide front desk support by greeting visitors, answering phone calls, and directing inquiries
- Deliver exceptional customer service by addressing inquiries and resolving issues promptly

Requirements:
- Proficient in using Outlook Calendar for scheduling appointments and meetings
- Strong attention to detail for proofreading and editing documents
- Familiarity with clerical tasks such as data entry, filing, and organization
- Experience using DocuSign for electronic document signing
- Proficiency in using Google Suite for document creation and editing
- Knowledge of front desk operations including managing phone systems and greeting visitors
- Ability to work in an office environment and handle various administrative tasks

Note: Additional qualifications may be required based on the specific needs of the employer.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Personal assistant for a Private Family: 3 years (Required)

Work Location: In person

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