Personal Assistant at Ultimus Construction

JOB SUMMARY:

• We are looking for a versatile and highly-organized personal assistant to perform personalized administrative duties for senior management.
• In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of Senior manager.
• You may also be required to make travel arrangements and assist with other duties when required.
• Assist in the creation and distribution of press releases, media kits, and other PR materials.
• Maintain and update media contact databases, ensuring accuracy and relevance. Monitor and track media coverage and compile reports on media outcomes.

Responsibilities:

• Reporting to senior management and performing secretarial and administrative duties.
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases, and keeping records.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.

Requirements:

• A bachelor's or associate degree in communications, public relations, or a similar field.
• 3-4 years of experience as a personal assistant would be advantageous.
• Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Working knowledge of printers, copiers, scanners, and fax machines.
• Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills.