Job description
NovaPeak Enterprises is seeking a polished Executive Secretary to support senior leadership in a fast-paced New York City office. The role combines administrative coordination, calendar management, and top-notch document handling. The ideal candidate will demonstrate discretion, exceptional communication, and a proactive approach to keeping executives and teams organized and productive.
We offer a dynamic environment, competitive compensation, and opportunities for growth in a company dedicated to excellence in service delivery.
Responsibility
- Manage complex calendars across multiple time zones, schedule meetings, and coordinate logistics for internal and external engagements.
- Prepare and format correspondence, reports, presentations, and travel itineraries with accuracy and confidentiality.
- Coordinate internal and external communications; screen calls and emails, and draft timely responses as needed.
- Arrange meeting logistics, book rooms, set up video conferences, and manage catering and equipment as required.
- Maintain filing systems, records management, and document control to ensure accessibility and compliance.
- Support onboarding of new staff and assist with various HR administrative tasks as needed.
- Assist with board materials, meeting minutes, and follow-up actions to support leadership cadence.
Qualification
- Bachelor's degree or equivalent professional experience in administrative support or related field.
- 3+ years of secretarial/administrative experience supporting executives or high-level stakeholders.
- Proficiency in Microsoft Office Suite and Google Workspace; familiarity with advanced features (PowerPoint, Sheets).
- Excellent written and verbal communication skills; exceptional attention to detail.
- Ability to handle confidential information with discretion and integrity.
- Strong time management, prioritization, and problem-solving abilities in a fast-paced environment.
- Experience coordinating events, travel, and complex logistics.