Executive Secretary and Administrative Assistant

Job Summary

We are seeking a dynamic and highly organized Executive Secretary and Administrative Assistant to support our leadership team and ensure the smooth operation of daily office functions. This vital role combines executive administrative support with comprehensive office management, requiring a proactive approach, exceptional organizational skills, and a positive attitude. The ideal candidate will excel at multitasking, managing schedules, coordinating projects, and providing outstanding customer service in a fast-paced environment. This paid position offers an exciting opportunity to contribute to organizational success while developing valuable skills in administration and project coordination.

Duties

• Manage complex calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.
• Provide executive administrative support by preparing correspondence, reports, presentations, and proofreading documents to ensure accuracy and professionalism.
• Coordinate projects and events from planning stages through execution, including venue booking, logistics management, and vendor communication.
• Handle phone etiquette with professionalism across multi-line phone systems, directing calls efficiently and courteously.
• Perform data entry
• Oversee office management duties such as filing, organizing documents, maintaining office supplies inventory, and managing front desk responsibilities.
• Assist with transcription, proofreading, and document signing using tools like DocuSign to streamline administrative processes.
• Support personal assistant responsibilities for executives including travel arrangements, personal errands coordination, and confidential information handling.
• Facilitate communication between departments by coordinating meetings, preparing agendas, taking minutes, and distributing follow-up action items.
• Ensure excellent customer service by addressing inquiries promptly via phone or email while maintaining professional demeanor at all times.

Qualifications

• Proven experience as an executive secretary or administrative assistant with a strong background in office management and clerical duties.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications (Gmail, Calendar), and data entry tools.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Strong typing skills with high accuracy; experience with transcription and proofreading is preferred.
• Knowledge of bookkeeping software such as QuickBooks; basic understanding of financial recordkeeping is advantageous.
• Exceptional communication skills including phone etiquette and customer service experience.
• Ability to handle multiple projects simultaneously with attention to detail; project coordination experience is a plus.
• Familiarity with multi-line phone systems, Microsoft Outlook Calendar, Office experience including filing systems, and office equipment operation.
• Professional demeanor with discretion in handling confidential information; previous personal assistant experience is desirable. Join us to be part of an energetic team dedicated to excellence This role offers an engaging environment where your organizational talents will shine while supporting our leadership's success every day

Job Type: Full-time

Pay: $ $27.26 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: In person

Salary : $27