Personal / Operations Assistant

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About Nova Software Engineering:

Nova Software Engineering is a leading firm specializing in innovative software solutions for professional B2B clients, enterprises, and businesses. We pride ourselves on delivering cutting-edge technology and exceptional service to our clients.

Position Overview:

Nova Software Engineering is looking for a proactive, responsible, and highly organized Operations Assistant to directly support the founder. This role is crucial in ensuring the smooth day-to-day operations of our new and growing company. The ideal candidate will possess strong common sense, technological savvy, and excellent English communication skills, both verbal and written. We seek a self-starter capable of managing multiple tasks efficiently and effectively in a dynamic environment while working closely with the company's leadership.

Responsibilities:

Administrative Support:

• Assist the founder with daily operational tasks, including managing schedules, organizing files, and handling correspondence.
• Manage the owner's schedule, including appointments, meetings, and travel arrangements.
• Handle confidential information with discretion.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Organize and maintain files and records.

Personal Assistance:

• Provide direct support to the founder, including managing personal appointments and travel arrangements.

Customer Service:

• Serve as a point of contact for clients, vendors, and other stakeholders, providing excellent customer service and maintaining strong relationships.

Documentation and Reporting:

• Prepare, manage, and file important documents. Assist in the preparation of reports and updates for ongoing projects.

Meeting Coordination:

• Schedule and organize meetings, prepare agendas, and take minutes. Ensure timely follow-up on action items.

Operational Improvement:

• Identify areas for operational improvement and propose solutions to enhance efficiency and productivity.

Recruitment Support:

• Assist with recruitment and onboarding processes, including scheduling interviews and coordinating with new hires.

Operational Assistance:

• Assist in day-to-day operations, ensuring tasks are completed accurately and on time.
• Coordinate projects and follow up on pending issues.
• Conduct research and provide reports on various topics as needed.

Communication:

• Serve as a point of contact between the owner and clients.
• Facilitate communication within the team and ensure messages are conveyed effectively.
• Draft, review, and send communications on behalf of the owner.

Technology & Tools:

• Utilize various software tools for task management, communication, and document creation.
• Stay updated with the latest technology trends and recommend tools to improve efficiency.
• Troubleshoot basic technical issues independently.

Proactive Management:

• Anticipate the needs of the owner and provide solutions before issues arise.
• Identify opportunities for process improvement and implement changes.
• Ensure the owner is well-prepared for meetings, presentations, and other engagements.

Special Projects:

• Assist with special projects as assigned by the owner, ensuring timely and accurate completion.
• Conduct market research, data analysis, and other tasks to support business development.

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Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
• Proven experience as a Personal Assistant, Executive Assistant, or in a similar role.
• Exceptional organizational and time-management skills.
• Strong common sense and the ability to make sound decisions independently.
• Excellent English communication skills, both verbal and written.
• Proficient inGoogle Workspace, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other relevant software.
• Technologically savvy, with the ability to quickly learn new tools and systems.
• High level of integrity and professionalism.

Benefits:

• Opportunity to work in a dynamic and innovative environment.
• Career growth and development opportunities.
• Flexible working hours and remote work options.

How to Apply: Interested candidates should submit their resume and a cover letter detailing their qualifications and experience to careers@choosenova.com. Please include "Personal Assistant / Operations Assistant Application" in the subject line.

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