Personal Assistant / Project Coordinator

We are looking for a part-time Personal Assistant / Project Coordinator to provide support to the Owner and his Decorative Painting company. Located in Gowanus Brooklyn, our 30+ year-old business is a busy high-end decorative painting company, as well as an e-commerce store for faux finishing supplies. We are looking for someone who is highly organized, detailed oriented, thorough and able to multi-task with ease. The ideal candidate will have excellent note-taking skills, interpersonal skills, professional etiquette, and be able to provide proficient client relations. It is also necessary to be flexible and have a positive and upbeat attitude, as it can sometimes be a hectic and chaotic environment.

We are looking for someone who thrives in a busy environment, is a problem-solver, whose excellent at prioritizing and is able to take ownership of tasks. In addition to having a “can-do” attitude and pleasant demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people. We are a small but busy office with room to grow.

Tasks include but are not limited to:

- Executive level calendar management

- Travel booking including hotels, flights, transportation, international visas etc.

- Client relations through email and phone including job inquiries, appointment scheduling, logistics, etc.

- Jobsite coordination including obtaining COI’s, arranging supply deliveries, ordering jobsite supplies, coordinating with painters etc.

- Sample organization and transmittal tracking

- Billing tasks including processing reports, tracking consulting hours, processing invoices for payment, mailing checks, logging expenses, etc.

- Administrative duties including ordering office supplies, booking maintenance and cleaning for the building, ensuring cleanliness and organization of the facility, receiving and sending shipments, etc.

- Assist with additional administrative and marketing tasks and projects as needed

- Assist with customer orders for the store as needed

Required Knowledge

· Microsoft Office (Excel, Word, Google Sheets, Google Docs)

· Mac Computers

A Plus

· Monday.com

· Quickbooks Time (formally Tsheets)

· Slack

· Shopify

· Basic Photoshop

Hours

Duration: Part-time (3-4 days per week)

Office Hours: M-F 9am-6pm

Rate:

Pay Rate: $22-$25 per hour dependent on experience

There is a possibility that the position could become full-time for the right employee. A full-time employee will gain the following benefits:

- Partial Medical Coverage Reimbursement

- PTO (7 Paid Holidays, Paid Sick Days, Paid Vacation Days)

- Profit Sharing

*Due to the volume of applicants we may not be able to respond to all submissions. Thank you for understanding.

*Covid precautions are taken as recommended by the CDC.

Physical Requirements:

Constantly perform desk-based computer tasks while sitting or standing. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds.

See our work

https://www.grandillusionnyc.com/

Job Type: Part-time

Pay: $22.00 - $25.00 per hour

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Personal assistant: 1 year (Preferred)

Work Location: In person