Part time Administrative Assistant - The Newport Group - Executive Recruiters

Job Description:

We are seeking a highly organized and proactive part-time

Administrative Assistant/ Personal Assistant

to join our company to provide support in the day-to-day operations of our recruitment agency and individual assistance to the President of the company. You will be responsible for overseeing various office functions and facilitating effective communication both within the company and with external stakeholders. Your organizational skills, attention to detail, and ability to multitask will be essential in maintaining efficient operations and supporting the success of our various business ventures. This is ideal for someone in the Encinitas area seeking part-time employment with flexible hours. This person can typically make their own hours. We need about 3 to 5 hours a day. Ideal for someone with kids they need to drop off and pick up.

Responsibilities Might Include:

Calendar & Schedule Management:

• Coordinate and prioritize the President’s calendar, scheduling meetings, appointments, and travel arrangements as needed.
• Provide timely reminders and updates on upcoming appointments and commitments.
• Manage all incoming communications and documents, including emails, phone calls, and written correspondence.
• Organize and coordinate meetings, conferences, and events attended by the President or for the recruitment team, including logistics, agendas, and material preparation.
• Please keep meeting notes if you need them from the President during meetings.

Communication & Correspondence:

• Manage all incoming communication for the President, including emails, phone calls and written correspondence.
• Draft, edit, and proofread correspondence and documents on behalf of the President/owner, ensuring accuracy & professionalism.
• Screen and prioritize incoming requests, inquiries, and invitations, responding or redirecting as appropriate.

Administrative Support:

• Serve as a primary point of contact for all recruitment team members internally & any additional external stakeholders that need to communicate with the President.
• Manage and maintain confidential files, records, and documents ensuring accuracy, organization, and accessibility.
• Maintain office supplies inventory, placing orders as needed to ensure sufficient stock levels.
• Develop and implement efficient office procedures and policies to optimize workflow and productivity.
• Coordinate with leadership to ensure timely completion of administrative tasks and projects.

Human Resource Support:

• Assist with the office set up & onboarding of new employees.
• Assist with new staffing paperwork documentation & filing.
• Manage employee PTO requests for schedules & payroll tracking.
• Serve as an internal point of contact for employees to connect them with our benefits vendors, providing guidance and support as needed.

Financial Administration:

• Draft invoices for recruitment placements and process billing payments for various business services in a timely manner.
• Monitor & track billing by preparing reconciliation reports for the accountant monthly.
• Collaborate with an accountant to reconcile financial accounts & resolve any billing discrepancies.

Client and Tenant Relations:

• Act as a liaison between property management tenants & owner to address inquiries and resolve issues.
• Coordinate communication regarding property maintenance, rent payments, and lease agreements.
• Ensure exceptional customer service standards are upheld in all interactions with clients and tenants.

Office Technology & Systems:

• Maintained office equipment and technology system tracking and troubleshoot IT issues with the recruitment team as they arise with IT support.
• Facilitate staff training on office software and tools to enhance productivity and efficiency.
• Implement improvements to office systems and technology to streamline operations.

Compliance & Documentation:

• Ensure compliance with relevant regulations and company policies, maintaining accurate records and documentation.
• Assist in preparing documentation for property transactions, leases, and legal proceedings if needed.
• Collaborate with legal counsel and regulatory agencies as needed to address compliance issues.

Qualifications:

• A high school diploma or equivalent; a college degree is preferred.
• Excellent computer skills
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively.
• Excellent communication and interpersonal abilities, both verbal and written.
• Proficiency in Microsoft Office Suite (Word, Excel & Outlook) and experience with database management.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Eagerness to learn and adapt to new systems and processes.
• Positive can-do attitude, team player mentality, and willingness to roll up your sleeves to assist others.