Personal Office Assistant

Job Description: Office Assistant

Position Summary

We are looking for a dependable, well-organized Office Assistant to keep our daily operations running smoothly. You will support the founder with recruitment coordination, invoicing, communication, scheduling, and general administration, acting as a central point of contact for the office.

Key Responsibilities

Candidate Screening and Recruitment Support

Review resumes and shortlist candidates against defined role requirements

Conduct initial phone screens and schedule interviews

Maintain candidate records and keep applicants informed of their status

Invoicing and Billing

Prepare and send accurate invoices to clients on time

Track payments, follow up on outstanding dues, and reconcile records

Maintain organized billing documentation for the finance team

Email Management

Monitor and manage the executive and general office emails

Prioritize messages, draft routine replies, and flag urgent matters

Maintain professional, timely communication with clients and vendors

Calendar Management

Schedule meetings, calls, and appointments while avoiding conflicts

Send reminders and prepare relevant materials in advance

Coordinate availability across internal teams and external contacts

Office Administration

Manage office supplies, vendor relationships, and equipment needs

Maintain filing systems, both digital and physical

Support onboarding of new team members and general day-to-day operations

Requirements

Proven experience in an administrative or office support role

Strong written and verbal communication skills

Excellent organizational and time-management abilities

Proficiency in email, calendar tools, Excel, and basic accounting or invoicing software

High attention to detail and discretion with confidential information

Ability to multitask and work independently

Preferred Qualifications

Experience with recruitment or HR coordination

Prior exposure to a fast-paced, client-facing business environment