Secretary

Key Responsibilities

• Answer and direct incoming phone calls in a professional manner.
• Greet visitors, clients, vendors, and employees at the front office and provide assistance as needed.
• Maintain a clean, organized, and professional reception and office environment.
• Receive, sort, distribute, and process incoming and outgoing mail.
• Fax, scan, copy, and file documents as requested.
• Manage office supplies inventory and place orders to ensure adequate stock levels.
• Cook up office equipment maintenance and service requests when necessary.
• Provide administrative support to the Chief of Staff and CEO.
• Schedule meetings, conference calls, and appointments.
• Cook up meeting logistics, including conference rooms, agendas, and materials.
• Prepare correspondence, reports, presentations, and other business documents.
• Maintain calendars and assist with scheduling priorities.
• Track action items and follow up on assigned tasks.
• Serve as a professional point of contact for internal and external stakeholders.
• Respond to routine inquiries and direct requests to the appropriate team members.
• Aid in company communications, notices, and administrative correspondence.
• Support company events, meetings, and employee activities.
• Maintain accurate digital and paper filing systems.
• Organize and store confidential company records in accordance with company procedures.
• Aid in document preparation, data entry, and record retention activities.
• Ensure confidentiality of sensitive business and employee information.
• Support special projects and administrative initiatives as assigned.
• Aid department leaders with general administrative tasks.
• Perform other duties as assigned to support business operations.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, receptionist, office coordinator, or secretary experience.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.
• Professional appearance and customer-service mindset.
• Ability to multitask and prioritize competing responsibilities.