A&E firm providing architectural, structural, mechanical, process-piping and electrical design and engineering.
Ensuring the overall operations and effectiveness of the principal by acting as the first point of contact and functions as a “gatekeeper” to the principal.
Performs office tasks including maintaining records.
Coordinates and arranges meetings, prepares agendas and meeting information, reserves and prepares facilities, records and transcribes minutes of meetings and files appropriately.
Handle sensitive information and personal information with the utmost confidentiality and professionalism, safeguards from disclosure.
Receives incoming communication or memos on behalf of the principal, review contents, determines importance, and summarizes and/or distributes contents.
Coordinate calendar management via Outlook, requiring interaction with both internal and external executives, as well as other business associates to ensure optimal time management. Sets reminders and assists with the various needs for each activity, including retrieval of proper historical references.
Schedule and attend meetings on behalf of the principal
Proactively manage scheduling conflicts and offer solutions to issues vs. asking questions
Receives incoming communication or memos on behalf of the principal, review contents, determines importance, and summarizes and/or distributes contents to the principal.
Maintain professionalism and strict confidentiality with all information and materials
Act as a liaison between the principal and internal/external stakeholders, managing communications and ensuring timely follow-ups.
Researching, prioritizing, and following up on incoming issues and concerns addressed to the principal, including those of a sensitive or confidential nature. Determining appropriate course of action, referral, or response.
Coordinate complex scheduling and calendar management
Manage professional and personal scheduling for the principal, including agendas, mail, email, phone calls, client management, and other company logistics
Monitor, screen, respond to, and distribute incoming communications.
Maintain accurate records of stockholder information and ensure compliance with legal requirements.
Maintain client relationships; provide support to business development efforts.
Manage collection and preparation of Company All-Hands slides; ensure information is proofed and presentation ready on a timely basis
Managing a variety of special projects for the principal.
Prioritizing conflicting needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the principal
Planning, coordinating, and managing the principal schedule and travel plans.
Provides high-level administrative support and assistance to the principal.
Self-directed; anticipate areas where help will be needed and jump in to increase time efficiency without having to be asked
The Personal Assistant will be attached to the hip of the Principal of Industrial Design; while scheduling appointments, memorializing meeting notes, disseminating important tasks to others, responding to emails, updating task lists, assisting with professional errands, be charged with confidential matters and generally work to assist the executive staff with both routine and one-offs tasks. Primarily, this position requires an extremely elevated level of energy, impeccable time management and organizational skills, professional loyalty, and the highest level of confidentiality. You are naturally proactive, timely, responsive, flexible, accountable and approachable.
2+ years of experience in office management
Applicants please note: This position requires US work authorization, and we are not looking for out of country/outsourced support or remote workers of any kind. This opening is for local candidates residing in the metro phoenix area or those willing to self-relocate to this area only. All positions listed are full time in office roles with no opportunity for hybrid or work from home accommodations. If you are looking to work remote, please do not apply.
Industrial Design is seeking a dynamic and energetic Personal Assistant to help plan and manage the day-to-day activities in support. Strong work ethic. Excellent customer service skills. Ability to manage multiple responsibilities at once.
Ability to maintain confidentiality of information related to the company and its employees
3+ years of experience in an administrative role reporting directly to upper management
Ability to quickly understand and adapt to Executive preferences and proactively problem-solve when any issues arise
Outstanding time-management and people skills and an ability to independently organize and coordinate multiple concurrent projects
Ability to travel on occasion
Strong sense of urgency in driving important matters
Excellent written and verbal communication skills
Associate’s degree or higher in business administration or another related field (preferred)
Proficiency with office productivity tools and an aptitude for learning new software and systems
Industrial Design offers full benefits including Health/Dental/Vision insurance (single and family), PTO, Paid Holidays and 401k.