Office Assistant
Office Assistant
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Job Description
Its difficult to write this job post without running the risk of offending people. But here goes...
Have you seen Iron Man Tony Stark is this genius inventor/superhero who becomes Iron Man. Hes globally respected and does things no one else can do.
Do you know how he does it
He has Pepper Potts. She keeps his life in order whether its helping at his company or buying herself a birthday present because he will probably forget.
We are looking for a Pepper Potts (male or female). We run a really fastgrowing company. We have a ton of stuff to get done and we need help with it. When we leave a meeting we need someone to help us follow up with our employees or vendors. This means you need to listen perfectly take diligent notes draft great emails and be willing to hold people accountable.
After another 80hour work week our offices can get trashed. We need someone who can help organize sort through the piles file things (digitally and physically) and help find those items 2 days later when theyre needed. This means you need to be organized patient and have a memory like a bear trap.
We travel a lot for work.We need someone we can trust to get our cars inspected feed our dogs (if we dont board them) and return the stupid things we bought on Amazon. This means you need to be able to drive a vehicle get along with an energetic puppy and be super polite to the clerk at the UPS Store.
We get more emails than any human being can process in a day and our calendars are usually jampacked. We need someone who can get familiar with our business clients our friends our family and the people we dont want to talk to. This means you need to be able to make decisions independently gain an understanding of whats important to us (and how we spend our time) and act accordingly.
And during all of that we forgot to pick up our childrens paperwork from school we remembered a document we need that was signed 5 years ago and we realized we need to travel to Miami in 2 weeks. We need someone who can stop by the school follow our extremely fuzzy instructions and book our travel plans or just do the meeting over Zoom. Plus its Miami so youll need to figure out what to do if there are no firstclass flights available. And dont be offended if we swore during that entire interaction.
Are our expectations high Yes.
Are our directions always clear No.
Will we expect you to read our minds Sometimes.
But you will have a ton of fun and have an impact on our community Absolutely.
We have and continue to build great policies systems and procedures in our business. This means you will have clear expectations and a lot of guidance on how we want things done. However no system is perfect. We need intelligent people who can make decisions think for themselves and move things in the best direction.
Weve never hired anyone for a position like this before (although we do have a fastgrowing team). This is a very important position for us. We intend to hire someone who will become extremely valuable for us our families and our business. If you are interested please apply on this site but be prepared for a challenging interview process.
The Office Assistants main role is to support the Founding Partners 2 with organizational tasks within the firm and their personal lives to allow them to refocus time and energy on the firm specifically to free up time to grow the firm. Additionally the Office Assistant will receive firmrelated assigned tasks from the Director of Operations.
The primary duties the Office Assistant will perform are as follows:
- Maintain Founding Partners calendars: this includes ensuring all necessary information is included in each calendar entry appointments are not doublebooked appointments are consistent with the Partners block calendaring schedule and appointments are appropriately booked based on availability and travel time
- Professional appointments include scheduling meetings with referral partners vendors management coaches and more
- Personal appointments include scheduling medical personal care appointments auto detailing and more
- Email organization to include reviewing and prioritizing emails sorting into appropriate folders and responding per the Partners instructions. Achieve a Zero Inbox at the end of the workday
- Organize attend meetings with Partners and take notes to turn into action items. Follow up with meeting attendees on completion of action items
- Book travel both professional and personal and assist in modifications or needs during the Partners travel time
- Organization of physical office to include interval review and filing of items on the Partners desk draws and cabinets
- Calculation and preparation of expense reporting for Partners
- Attend weekly oneonone meetings with Partners to maximize productivity for the week and attend daily standup meetings to review priority tasks for the day
- Personal tasks to include Partners drycleaning grocery shopping pets to veterinarian appointments transportation of children on an asneeded basis and scheduling of personal appointments on behalf of Partners
- Project management and event planning for Partners and firm activities
- Order office supplies and other equipment at the request of the Director of Operations
- Deliver or retrieve documents to/from the court or other local businesses
- Other tasks as deemed necessary by the Partners or the Director of Operations
- Possesses excellent time management and organizational abilities
- Be wellversed with the Microsoft Office Suite and have an eagerness to learn other software and programs
- Have a professional demeanor
- Proficient in communicating properly and professionally
Employment Type
Full Time
