Administrative Secretary

Trinity Services Inc.•New Lenox, IL

1d•$44,000 - $50,000•Onsite

About The Position

Under the supervision of the Administrative Coordinator, the Administrative Secretary provides comprehensive administrative support to the Executive Team and Administration Department. This position assists with executive scheduling, coordination of meetings and communications, preparation of documents and reports, maintenance of administrative records and systems, and other operational support activities. The Administrative Secretary serves as a professional liaison with internal and external stakeholders, maintains strict confidentiality, and supports the efficient operation of the Administration Department.

Requirements

Demonstrated interpersonal, communication, and professional writing skills
Ability to interact effectively with executives, employees, external stakeholders, and members of the public.
Strong organizational skills with attention to detail and accuracy.
Ability to handle sensitive and confidential information with discretion and sound judgment.
Ability to independently prioritize competing demands, manage multiple deadlines, and adapt to changing priorities.
Ability to coordinate multiple projects and administrative activities simultaneously.
Proficient in Microsoft Office applications and the ability to learn and effectively utilize organizational software systems.
High school diploma or equivalent and at least five years of progressively responsible administrative, executive support, or office management experience.
Demonstrated proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and the ability to learn and effectively utilize organizational software systems.
Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Responsibilities

Provides administrative support activities including management of communications, scheduling, records, office operations, meeting coordination, and related administrative functions.
Prepares, formats, edits, and proofreads correspondence, reports, presentations, policies, etc.
Provides direct administrative support as needed to Executive staff as needed.
Performs Receptionist duties such as receiving and directing visitors, answer phone calls, etc. in the absence of the receptionist.
Represents Administration in a professional manner, exercising discretion, sound judgment, and confidentiality while effectively communicating with internal and external stakeholders.
Maintains primary responsibility for administrative databases, tracking systems, and reports supporting executive operations.
Assists with payroll and timekeeping processes for assigned departments.
Assists with the submission, tracking, and maintenance of confidential regulatory reports and related records.
Coordinates follow-up activities and tracks action items on behalf of the Executive Staff.
Coordinates vendor services, agreements, and related administrative processes for Trinity facilities and operations.
Maintains policy and procedure manuals and other assigned organizational records, reports, and reference materials.
Participates in assigned committees, organizational events, training, and professional development opportunities.
Performs other duties as assigned.