Secretary job description

Job brief

We are seeking a highly organized and professional Secretary to provide comprehensive administrative support to our executive team and ensure smooth daily operations across our growing organization. In this role, you will manage complex calendars, coordinate high-level meetings, handle sensitive communications, and serve as the trusted liaison between our leadership team and key stakeholders. You will work with cutting-edge office management platforms and have the opportunity to directly impact our organizational efficiency. If you excel at juggling multiple priorities, thrive in a dynamic environment, and take pride in maintaining the highest standards of professionalism, we would love to have you on our team.

What is a Secretary?

A Secretary is an administrative professional who serves as the organizational backbone of an office, managing executive calendars, coordinating meetings, and handling sensitive correspondence with discretion. Working with tools such as Microsoft Outlook, SharePoint, and CRM systems, Secretaries maintain filing systems, prepare board meeting materials, and serve as the primary point of contact between executives and internal or external stakeholders. Their expertise in office protocols, document management, and professional communication ensures seamless business operations and enables leadership teams to focus on strategic priorities.

What does a Secretary do?

A Secretary manages executive calendars by scheduling appointments, coordinating complex travel itineraries, and preparing detailed meeting agendas with supporting materials. They draft professional correspondence, transcribe meeting minutes, and maintain confidential personnel files using document management systems like DocuSign or Adobe Acrobat. Throughout the week, they screen phone calls, greet visitors, coordinate with vendors and clients, and prepare expense reports, board presentations, and quarterly business summaries for C-suite executives and department heads.

Key responsibilities

• Manage executive calendars and coordinate complex meeting schedules using Outlook, Calendly, and scheduling platforms while handling time zone considerations and travel logistics
• Prepare professional correspondence, board meeting packets, and quarterly reports using Microsoft Office Suite, ensuring accuracy and adherence to company formatting standards
• Screen incoming calls and emails, prioritizing urgent communications and directing inquiries to appropriate department heads or team members
• Maintain confidential personnel files, contracts, and legal documents using secure digital filing systems and ensuring compliance with data retention policies
• Coordinate domestic and international travel arrangements including flights, accommodations, visa requirements, and detailed itinerary preparation for executives
• Transcribe meeting minutes from board meetings, leadership calls, and strategic planning sessions, distributing accurate summaries to stakeholders within 24 hours
• Manage office supply inventory and vendor relationships, negotiating contracts and ensuring cost-effective procurement of equipment, stationery, and facility services
• Support HR onboarding processes by preparing new employee documentation, scheduling orientation meetings, and maintaining employee database records in HRIS systems

Requirements and skills

• Associate degree in Business Administration, Office Management, or equivalent professional certification such as Certified Administrative Professional (CAP) preferred
• 3+ years of executive-level administrative experience supporting C-suite executives, board members, or senior management teams in corporate environments
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and cloud-based document management systems like Google Workspace
• Expert-level typing skills (60+ WPM) with exceptional proofreading abilities and attention to detail in professional correspondence and documentation
• Experience with travel coordination platforms such as Concur, Egencia, or corporate travel management systems for complex domestic and international arrangements
• Ability to handle highly confidential information with absolute discretion, including executive compensation, strategic planning documents, and personnel matters
• Excellent phone etiquette and professional communication skills when interfacing with board members, clients, vendors, and government officials
• Strong project coordination abilities with experience managing event logistics, board meetings, and cross-departmental initiatives involving multiple stakeholders

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