Job description
Join a premier organization as a Secretarial Specialist providing proactive administrative support to executive leadership. This role emphasizes calendar management, correspondence, file organization, and operational efficiency. You will be the trusted gatekeeper enabling executives to focus on strategic initiatives.
We are seeking a detail-oriented professional who thrives in a fast-paced environment and is committed to delivering exceptional service to internal teams and clients. This is a full-time role with opportunities for growth in a collaborative, high-performance culture.
Responsibility
- Manage complex executive calendars, scheduling meetings, coordinating with internal teams and external stakeholders, and optimizing time blocks.
- Prepare, format, and edit correspondence, reports, and presentation materials with impeccable accuracy.
- Coordinate travel arrangements including itineraries, accommodations, and expense reporting for executives.
- Screen and route phone calls and emails; handle confidential information with discretion.
- Support meeting logistics: agendas, minutes, action item tracking, and follow-ups.
- Maintain organized physical and digital filing systems; ensure data integrity and easy retrieval.
- Assist with office operations, vendor management, supply orders, and onboarding support for new hires.
Qualification
- Minimum 2-4 years of secretarial, executive assistant, or similar administrative experience.
- Excellent written and verbal communication with professional phone etiquette.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace; familiarity with calendar tools.
- Strong organizational and time-management skills; ability to multitask and prioritize in a dynamic environment.
- High school diploma required; bachelor's degree or relevant certification preferred.
- Attention to detail, confidentiality, and professional demeanor; proactive problem-solving mindset.
- Ability to work cross-functionally across teams and handle sensitive information with discretion.