Propensity – Personal Assistance & Accounts Intern

Role Overview:
We are looking for a proactive and organized Administrative & Operations Intern to support our day-to-day business activities. This role offers an excellent opportunity to gain hands-on experience in various aspects of administration, operations, finance, and communication. You will be exposed to a dynamic work environment, playing a crucial part in ensuring smooth operations and supporting multiple business functions.

Key Responsibilities:
Administrative Support

• Email Management: Organize, respond to, and prioritize emails, while filtering spam and managing inbox priorities.
• Calendar Management: Schedule and coordinate meetings, appointments, and events.
• Travel Arrangements: Book flights, hotels, and transportation; create detailed travel itineraries.
• Document Management: Organize and maintain digital and physical files and documents.
• Data Entry: Input and update data in spreadsheets, databases, or other systems.
• Correspondence: Draft, send, and manage various communications including letters and emails.

Financial Support

• Expense Tracking: Record and track expenses, receipts, and reimbursements, ensuring timely updates to financial sheets.
• Invoice Management: Create, send, and follow up on invoices.
• Budgeting: Assist with budget preparation and track financial transactions.
• Reimbursement Claims: Process and track reimbursement requests.
• Small Claims Management: Assist with managing reports for small claims court cases related to vendor disputes.

Communication & Coordination

• Liaison: Act as a point of contact between the employer and clients, vendors, or colleagues.
• Meeting Coordination: Prepare agendas, set up meetings, and take minutes.
• Follow-Ups: Ensure timely follow-up on tasks and communications.
• Email Communication: Send emails related to collaborations, support requests, refund claims, etc.
• Task Management Tools: Record tasks in project management tools and track progress.

Task & Project Management

• To-Do List Management: Create, update, and track daily and project-based to-do lists.
• Project Coordination: Assist in planning and tracking the progress of ongoing projects.
• Research: Conduct research on market trends, competitors, and product information as needed.

Personal Errands

• Appointments & Shopping: Schedule personal appointments and handle online/in-store purchases.
• Household Management: Coordinate household services such as cleaning and maintenance.
• Event Planning: Assist with the planning of personal events.
• Ad Hoc Tasks: Assist with various personal and professional tasks as required.

E-Commerce Support

• Product Listings: Manage product listings on platforms like Amazon and eBay.
• Inventory Management: Monitor stock levels and update orders.
• Customer Service: Handle customer inquiries and manage returns or refunds.

Ad Hoc Support

• Errand Running: Complete one-off tasks as needed.
• Problem Solving: Address unexpected issues or emergencies as they arise.
• Personal Support: Provide general support to ensure smooth day-to-day operations.

Confidentiality

• Sensitive Information Handling: Manage and protect confidential information and personal data.

Qualifications:

• Currently enrolled in or recently graduated from a relevant field (e.g., Business Administration, Management, or similar).
• Strong organizational skills with attention to detail.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Suite.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• A proactive, problem-solving mindset.
• Previous experience in an administrative role or e-commerce management is a plus.

What You’ll Gain:

• Practical experience in business administration and operations.
• Exposure to various aspects of e-commerce, project management, and financial operations.
• Opportunities to develop communication, coordination, and problem-solving skills.
• A chance to work closely with leadership and gain insights into business strategy and management.