Job Title: Personal Assistant / Administrative Specialist
Location: Based at Stackhouse Development Office in Durham, NC
Job Overview:
We are looking for a highly organized and resourceful Personal Assistant/Administrative Specialist to provide dedicated support to two busy executives. This role focuses on handling a variety of administrative, personal, and logistical tasks that free up the executives' time. You will be responsible for managing routine tasks that require persistence, follow-up, and attention to detail, as well as handling occasional special projects. The ideal candidate is tech-savvy, proactive, and thrives on problem-solving and getting results.
Key Responsibilities:
- Task Management: Handle personal and administrative responsibilities such as booking travel, scheduling appointments (e.g., medical, financial), and troubleshooting account issues (e.g., insurance, banking, credit cards).
- Follow-up and Coordination: Proactively follow up on ongoing matters (e.g., payments, service appointments, account setups) until completed. This includes making calls, sending emails, and ensuring tasks are finished on time.
- Account and Document Management: Assist with setting up and maintaining personal accounts (e.g., banking, insurance), tracking payments, and handling issues that may arise, ensuring everything is documented and resolved.
- Service Coordination: Manage household and personal services, such as coordinating home repairs, scheduling appointments for auto services, or setting up accounts (e.g., Ez-pass). Negotiate rates and manage communications with vendors.
- Errand Running: Perform occasional local errands, such as picking up or dropping off items.
- Problem-Solving: Tackle frustrating or time-consuming issues, such as resolving customer service problems (e.g., credit card issues, airline credits) or addressing service-related concerns that require persistence.
- Special Projects: Assist with one-off tasks requiring follow-up and coordination. Examples include setting up financial accounts, coordinating with service providers, or managing other personal projects that need detailed oversight.
- Team Support: When working from the Stackhouse office, provide general administrative support to the office team as needed, especially when tasks overflow from other departments.
Ideal Candidate Profile:
- Tenacious: Adept at following up on tasks with persistence and determination, ensuring they are completed.
- Organized: Strong multitasker with an eye for detail, capable of handling several responsibilities simultaneously.
- Street Smart: Resourceful, quick-thinking, and able to handle unexpected challenges efficiently.
- Problem-Solver: Skilled at independently navigating complex or frustrating situations to reach a resolution.
- Tech-Savvy: Confident with technology, including setting up accounts, managing administrative tasks online, and troubleshooting issues.
- Independent: Comfortable working outside of traditional 9-5 hours when needed, with little oversight required.
- Excellent Communicator: Able to interact professionally and clearly with vendors, service providers, and team members.
Preferred Qualifications:
- Previous experience in a similar role, such as personal assistant, collections, receivables, office management, or administrative support.
- Demonstrated ability to handle a broad range of administrative and personal tasks.
- Strong negotiation skills and the confidence to advocate on behalf of the executives when necessary.
Additional Information:
This role is ideal for someone who enjoys taking on varied tasks and ensuring they’re completed to a high standard. The primary focus is on freeing up executive time by handling personal and administrative "to-dos."