Personal Assistant

Overview

Fast Enterprises is a provider of essential software and services for citizens and government. In 1998, we changed the way government revenue agencies support their business with the introduction of GenTax®. We have expanded beyond Tax and now also perform implementations for Motor Vehicle, Driver License, Unemployment Insurance, and Child Support Engagement agencies.

Your FAST career has a meaningful and lasting social impact. FAST offers a collaborative in-office problem-solving environment. 

As a Personal Assistant, you will work full-time, in-person performing a variety of administrative tasks, supporting the duties assigned to our Executive Assistant located in Boise, ID. The ideal candidate will have personal assistant (or corporate office administration) experience, a flexible schedule and an enthusiastic, can-do attitude.

 

This is a role that exceeds regular business hours and requires being available on evenings and weekends as needed.

Responsibilities

Supporting High-Level Executives:

Household support:

• Provide regular, in-person support for family homes by attending appointments and running errands as needed.
• Act as the main point of contact for vendors, managing relationships, coordinating event logistics, processing payments, and communicating updates.
• Track house projects and oversee vendor completion.
• Offer ongoing mentorship to household staff, tracking progress, and current initiatives.
• Set up and maintain organized filing systems.
• Field inquiries and direct them to the appropriate FAST team.

Travel & Scheduling:

• Manage complex calendars across multiple time zones, anticipate needs, and respond quickly to changes.
• Coordinate complex domestic and international travel, including relocating vehicles, booking accommodations, and creating detailed itineraries.
• Book personal and professional commitments such as restaurant reservations and appointments.
• Provide on-call support for after-hours travel needs.

Logistical Support:

• Submit and reconcile monthly expense reports, track purchases, and collect relevant receipts.
• Regularly follow up on tasks and provide timely status updates.
• Assist with logistical planning and execution for events including team meetings, product demos, board meetings and offsite activities.
• Support travel and event logistics for Project Managers across the company as needed.

Supporting FAST:

• Collaborate with teams across FAST to support initiatives and streamline operations.
• Assist with company-wide campaigns and ad hoc projects.
• Offer administrative assistance as needed for light legal and contract-related tasks.
• Continuously evaluate processes and implement innovative solutions to improve efficiency.

Boise Office/Administration Duties:

• Provide support for Boise-based project teams to ensure they have the necessary resources and supplies to fulfill their roles effectively.
• Regularly monitor inventory and order supplies for the office accordingly.
• Organize office supplies/items and maintain general cleanliness in common spaces throughout the office (breakroom, training spaces and meeting rooms).
• Prepare for meetings by ensuring adequate seating is available, the technology needed is working properly, and beverages/food are available if applicable.
• Prepare general mail and FedEx shipments, arrange for pick up or drop off, ensure labels are prepared correctly, and maintain the FedEx mailing materials on site.
• Open and distribute incoming mail and emails to coordinate the flow of information internally and externally (as needed).
• Coordinate and facilitate in-office breakfasts and lunches as needed, accommodating any special dietary restrictions.
• Planning and coordinating social events outside the office, including preparing the event space when required.
• Coordinate community service and volunteer opportunities and communicate said opportunities to the project site members.

Qualifications

• Completed bachelor’s degree in business/public administration, finance/accounting, management, education, social science, or other field related to office management and administration.
• 0-3 years of personal assistant (or corporate office administration) experience.
• Previous experience with Microsoft Office Suite.
• Reliable personal vehicle available for running errands and completing tasks.
• Valid Driver’s License.
• Must be willing to work outside regular business hours.
• Excellent written and verbal communic