Job Description
Job Description
About Us:
Beyond Technology is a dynamic and fast-growing IT and creative services company based in Hoover, Alabama. We provide high-touch, customized technology solutions and web/marketing services for businesses across multiple industries. Our culture is fast-paced, flexible, and people-first.
Position Summary:
We are seeking a proactive, detail-oriented, and personable Executive Assistant / Personal Assistant to support Leadership and ensure the smooth day-to-day operations of our office. This role is ideal for someone who enjoys a blend of administrative tasks, light personal errands, office hospitality, and organizational strategy.
Key Responsibilities:
Executive & Administrative Support
- Monitor and manage Leadership’s email inbox and calendar; coordinate meetings and appointments.
- Inbox triage & communication filtering: Prioritize critical messages, draft replies, and flag urgent items.
- Meeting prep & follow-up: Research attendees, prepare agendas, briefing notes, and follow-up communications.
- Project tracking: Help monitor internal deadlines or milestones and keep stakeholders accountable.
- Prepare basic reports and assist with data entry, including in QuickBooks.
- Client relationship support: Track birthdays, send gifts or thank-you notes, and assist with light CRM maintenance.
- Process documentation: Create and update SOPs for repeatable business tasks (onboarding, invoicing, reporting).
- Maintain confidentiality and professionalism in all communications.
Office Management & Hospitality
- Greet and assist guests to ensure a welcoming, comfortable office environment.
- Keep the front desk and office areas organized and presentable.
- Create a hospitable environment by preparing coffee each morning and keeping the refrigerator and snack area stocked for both staff and visitors.
- Maintain office supply inventory and manage restocking as needed.
Personal Assistant Duties
- Pay bills and assist with personal errands for Leadership as needed.
- Run local errands (e.g., post office, office supply pickups, deliveries).
- Coordinate small personal projects or home-related logistics.
- Travel planning: Book flights, hotels, rental cars, and prepare travel itineraries for business trips.
Light HR / People Ops Support
- Onboarding coordination: Prepare desks, email accounts, and welcome kits for new hires.
- Team morale support: Organize lunches, birthday celebrations, and small appreciation efforts.
- Timesheet or PTO tracking: Help collect timesheets and manage time-off requests.
Qualifications:
- Prior experience in an executive assistant, office coordinator, or administrative support role.
- Familiarity with QuickBooks or willingness to learn quickly.
- Strong communication skills (written and verbal).
- Proficiency in Google Workspace or Microsoft Office.
- Highly organized with excellent time management and prioritization skills.
- Friendly and professional demeanor; hospitality-focused mindset.
- Reliable transportation for local errands.
Bonus Skills:
- Light bookkeeping or invoicing experience.
- Creative problem solver who takes initiative and ownership.