Position Type: Contract, Full-Time, Remote
About Pavago:
At Pavago, we are currently seeking an Executive Administrative Assistant to support our client in various administrative tasks and ensure smooth office operations. This role focuses on providing timely assistance to meet the needs of premier clients and aiding property owners with administrative tasks. The Executive Administrative Assistant will be responsible for delivering excellent customer service, efficiently handling inquiries, and effectively managing day-to-day office tasks. Additionally, they will collaborate on various projects, ensuring tasks are completed on schedule, and provide support for minimal legal work as needed. Furthermore, the Office Assistant will be tasked with monitoring emails, coordinating tasks, and assisting with vendor management to maintain operational efficiency and uphold standards of excellence.
Responsibilities:
- Assist with Data Entry and Document Preparation: Help with data entry and preparation of documents related to grant writing. Take detailed notes during project meetings as needed. Must be detail-oriented.
- Manage Email and Meeting Notes: Check email regularly for assignment updates. Join calls a couple of times a week to take notes. Spend most of the day inputting grant information into portals, preparing documents, and creating templates for future grant proposals.
- Demonstrate Organizational and Communication Skills: Be detail-oriented, highly organized, and responsive. Take accurate notes and follow directions precisely.
- Track and Report on Project Progress: Monitor and update project tracking systems to reflect current status and progress. Provide regular updates and reports to team members or stakeholders, ensuring all data is current and accurate. Must be detail-oriented and able to work independently.
What Makes You a Perfect Fit:
- Detail-Oriented: Demonstrates a keen eye for detail in all tasks, ensuring accuracy and completeness in data entry, document preparation, and note-taking.
- Highly Organized: Maintains excellent organizational skills to manage multiple tasks and priorities efficiently, ensuring timely completion of responsibilities.
- Responsive: Exhibits a proactive approach to communication and task management, promptly addressing requests and changes in project requirements.
- Effective Note-Taking: Capable of capturing clear, comprehensive notes during meetings and discussions, ensuring all key points and action items are accurately recorded.
- Follow Directions: Ability to follow instructions precisely, adhering to guidelines and protocols to deliver high-quality work.
Required Experience & Skills:
- Desired Background and Education: Bachelor's degree in business administration or a related field is preferred. Previous experience in office administration or related roles is beneficial.
- Technical Proficiency: Proficient in Google Meet, Email, Microsoft Office (Word, Excel), Google Docs & Sheets, and Dropbox.
- Essential Skills and Abilities: Ability to effectively prioritize tasks and manage multiple responsibilities in a fast-paced environment. Exceptional attention to detail and strong problem-solving skills to handle various office tasks efficiently. Excellent communication and collaboration abilities to interact effectively with colleagues and clients.
What does a typical day look like?
As an Executive Administrative Assistant, you will be instrumental in facilitating smooth operations and enhancing efficiency through meticulous attention to detail and proactive support. Your responsibilities will encompass various administrative tasks, including managing schedules, organizing documents, and assisting with office communication. Collaboration with team members and external stakeholders will be essential in ensuring seamless coordination and effective workflow. Your keen eye for detail will enable you to maintain accurate records and handle tasks with precision, while your strong communication skills will facilitate clear and effective interaction with colleagues and clients. Your proactive approach to problem-solving and task management will contribute to the overall success and productivity of our office environment.
Interview Process:
- Initial Phone Call: Engage in a brief conversation to understand your experience and suitability for the role.
- Video Interview: Delve deeper into your professional background and assess your skills in a 30-minute call.
- Practical Assessment: Showcase your creative abilities through practical tasks relevant to the role.
- Final Interview: Have a comprehensive discussion with our client to ensure mutual alignment.
- Background Checks: Conduct swift verification of your references and past employment details.
Ready to Apply?
If you're an organized and proactive office professional with a passion for supporting operational efficiency and fostering a productive work environment, we're eager to hear from you. Join our dynamic team and contribute to shaping the future of our office operations. Your expertise in managing day-to-day administrative tasks, coordinating schedules, and facilitating communication across departments will be invaluable as we strive to maintain high standards and enhance office productivity. Apply now and become an essential member of our team, where your organizational skills and dedication will play a key role in our success.
