Secretary

Job Description

Job Description

Secretary / Administrative Assistant

Location: Syracuse, NY (Onsite)

Department: Administration

Reports To: Chief of Staff

FLSA Status: Non-Exempt (Full-Time)

Position Summary

Smith Group of Americas is seeking a professional, organized, and customer-focused Secretary / Administrative Assistant to support the daily operations of our Syracuse office. This role serves as the first point of contact for visitors, clients, and employees while providing administrative support to the Chief of Staff, CEO, and leadership team.

The ideal candidate is detail-oriented, highly organized, proactive, and comfortable managing multiple priorities in a fast-paced construction environment. This position requires excellent communication skills, strong proficiency with Microsoft Office products, and a commitment to maintaining a professional office experience.

Key Responsibilities

Office Administration

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.

Coordinate office equipment maintenance and service requests when necessary.

Executive & Administrative Support

Provide administrative support to the Chief of Staff and CEO.

Schedule meetings, conference calls, and appointments.

Coordinate 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.

Communication & Customer Service

Serve as a professional point of contact for internal and external stakeholders.

Respond to routine inquiries and direct requests to the appropriate team members.

Assist with company communications, notices, and administrative correspondence.

Support company events, meetings, and employee activities.

Records & Document Management

Maintain accurate digital and paper filing systems.

Organize and store confidential company records in accordance with company procedures.

Assist with document preparation, data entry, and record retention activities.

Ensure confidentiality of sensitive business and employee information.

Additional Responsibilities

Support special projects and administrative initiatives as assigned.

Assist department leaders with general administrative tasks.

Perform other duties as assigned to support business operations.

Qualifications

Required

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

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.

Preferred

Bachelor's Degree in Business Administration, Communications, or a related field.

Experience supporting executives or senior leadership.

Experience in the construction, engineering, or professional services industry.

Core Competencies

Professionalism

Communication Skills

Customer Service Excellence

Organization & Attention to Detail

Dependability

Initiative & Problem Solving

Time Management

Confidentiality & Integrity

Team Collaboration

Physical Requirements

Ability to sit and work at a computer for extended periods.

Ability to occasionally lift and carry office supplies up to 25 pounds.

Ability to move throughout the office to support daily operations.

Why Join Smith Group of Americas?

At Smith Group of Americas, you'll play a key role in supporting company leadership and ensuring the smooth operation of our Syracuse office. We offer a collaborative team environment, opportunities for professional growth, and the chance to contribute to the continued success of a growing construction organization.

Smith Group of Americas is an Equal Opportunity Employer.