Executive Secretaries and Administrative Assistants

Job Title

Pay Range: $22hr - $24hr

Requirement/Must Have

• Minimum 3 years of experience working with SharePoint, networks, shared drives, or servers.
• Strong working knowledge of Microsoft Office 365 including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality with sensitive information.
• Ability to work independently and collaboratively within a team environment.
• Strong communication and interpersonal skills.
• Ability to multitask and adapt to rapidly changing priorities.
• Comfort speaking on the phone and coordinating communications professionally.

Experience

• Experience managing schedules, calendars, and meeting coordination.
• Experience organizing electronic and paper filing systems.
• Experience working with electronic databases and document management systems.
• Experience preparing reports, correspondence, and written materials.
• Experience handling communications deadlines and document reviews.
• Experience auditing projects for consistency, completeness, and accuracy.
• Experience with data entry and records management.
• Experience supporting executive-level leadership preferred.
• Experience in government or healthcare environments preferred.
• Experience coordinating meetings and travel logistics across multiple stakeholders preferred.

Responsibilities

• Provide administrative oversight of division file management activities.
• Develop and coordinate retention and archival schedules.
• Ensure compliance with retention and documentation policies.
• Digitize files and maintain organized electronic records as needed.
• Maintain confidentiality of all sensitive and confidential materials.
• Schedule meetings with internal and external stakeholders.
• Organize and analyze incoming communications and files.
• Manage daily schedules for Division Leadership and resolve calendar conflicts.
• Prioritize meetings and coordinate communication deadlines.
• Prepare and organize materials for leadership review.
• Run reports in multiple systems as required.
• Complete required state forms and paperwork submissions.
• Assist with division projects including space management and consolidation initiatives.
• Maintain filing structures and document organization standards.
• Support day-to-day administrative operations in a fast-paced environment.

Should Have

• Strong attention to detail and accuracy.
• Ability to work autonomously with minimal supervision.
• Flexible and adaptable approach to changing assignments and deadlines.
• Strong problem-solving and coordination abilities.
• Professional demeanor when interacting with leadership and stakeholders.

Skills

• Microsoft Office 365.
• Outlook.
• Teams.
• SharePoint.
• Word.
• Excel.
• PowerPoint.
• Calendar Management.
• File and Records Management.
• Data Entry.
• Administrative Support.
• Report Generation.
• Communication Management.
• Organizational Skills.
• Time Management.

Qualification and Education

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Business Administration, Office Administration, or related field preferred.