Job description
Join a premium admin team in the heart of New York City. Apex Secretarial Solutions seeks a polished Executive Secretary to provide high-level administrative support to C-suite leaders and senior executives. You will leverage exceptional communication, superior organizational skills, and a discreet approach to handling confidential information. This role offers competitive compensation, modern office amenities, and clear growth paths within a dynamic, forward-thinking firm.
As the primary operations partner, you’ll optimize calendars, prepare briefing materials, coordinate travel, and oversee essential office processes to keep executives aligned and empowered.
Responsibility
- Manage complex calendars for C-suite and senior leaders, coordinate internal and external meetings, and resolve conflicts efficiently.
- Screen and triage phone calls and emails; draft professional correspondence with accuracy and tone.
- Prepare agendas, materials, and accurate meeting minutes; format reports and proposals.
- Coordinate domestic and international travel, visas, accommodations, itineraries, and expense reporting.
- Oversee document control, filing systems, and confidential information with utmost discretion.
- Support onboarding, vendor coordination, and procurement activities; maintain impeccable supply levels and office systems.
- Assist with event planning, board materials, and special projects as requested by leadership.
Qualification
- Minimum 3 years of secretarial or high-level administrative support experience, preferably in a corporate environment.
- Proficiency with MS Office (Outlook, Word, Excel, PowerPoint) and document management systems; ability to learn new tools quickly.
- Excellent written and verbal communication; strong interpersonal skills and professional phone manner.
- Demonstrated ability to handle confidential information with discretion and integrity.
- Exceptional organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
- Bachelor's degree or equivalent professional experience preferred.
- Availability for occasional after-hours support and flexibility as required.