Executive Secretary

Job Summary:

We’re looking for a dynamic, detail-loving Executive Secretary who thrives in a fast-paced environment, enjoys being at the center of the action, and knows how to balance professionalism with personality. This role is perfect for someone who loves organization, anticipates needs before they arise, and takes pride in being a trusted right hand to leadership.

The ideal candidate is highly organized, detail-oriented, and committed to the values of solidarity, equity, and respect in the workplace. You will serve as a trusted partner to leadership—managing schedules, coordinating communications, and ensuring that important work moves forward smoothly and efficiently.

Job Functions:

• Screens visitors, telephone calls and directs mail to the officer or department head.
• Types letters, statements, minutes, and agendas from dictated, handwritten or other sources.
• Prepare documents and emails as requested by Officer or Department head.
• Answers the phone, provides, and receives information concerning matters related to the division or department.
• Schedules appointments and maintains calendar for the officer or department head.
  • Organizes and maintains a variety of files and records.
• Approve staff time timecards for payroll processing. Liaison with department timekeeper and Staff Support on payroll related issues.
• Create excel spreadsheets as needed.
• Moderate various virtual meetings that are held (via Teams, zoom and other virtual platforms).
• Maintain department files using SharePoint/OneDrive or OnBase.
• Take and transcribes minutes of delegate assemblies; Takes and transcribes notes, prepares draft of notes on word processor, and after editing, finalizes same.
• May attend meetings and conferences to furnish information and take notes.
• Sorts and distributes incoming mail and prepares outgoing mail.
• Coordinates some office functions with other divisions and departments.

QUALIFICATIONS:

• High school diploma or its equivalent; At least 2 to 5 years of secretarial experience.
• Strong computer skills with proficiency in Word, Excel, Email, Microsoft teams.
• Typing skills of 70 words per minute.
• Excellent verbal and written communication.
• Ability to maintain a good working relationship with all co-workers, members, and the public.
• Ability to organize work assignments.
• Ability to work independently and carry out assignments to completion with minimum instructions.
• Ability to work long hours, including evenings and weekends

GENERAL INFORMATION:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this title. They do not include all job duties performed by employees in the title and every position does not necessarily require the same duties.

Competitive Benefit Package Offered.

Bilingual Required.