Executive Secretary or Secretary III

US: Tryfacta•Santa Ana, CA

6d•Onsite

About The Position

Tryfacta is seeking an Executive Secretary or Secretary III for our client in Santa Ana, CA 92701. This is a temporary contract assignment. The role involves managing a supervisor's calendar, coordinating meetings, preparing materials, providing front desk coverage, and maintaining an organized office. The ideal candidate will handle confidential information with discretion and communicate professionally with various stakeholders.

Requirements

Previous experience as an Executive Secretary, Executive Assistant, Scheduler, or similar administrative role.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Professional, confident, and courteous demeanor.
Ability to work independently, prioritize competing deadlines, and exercise sound judgment.
Strong sense of confidentiality, discretion, and professionalism is essential.
Comfortable working in a fast-paced government or professional office environment.

Responsibilities

Handle confidential and sensitive information with the highest level of discretion.
Manage and maintain the Supervisor's master calendar, including meetings, appointments, events, community outreach, and public meetings.
Coordinate schedules with County departments, public officials, government representatives, community organizations, staff, and other outside contacts.
Identify and resolve scheduling conflicts and communicate calendar changes promptly.
Monitor the Supervisor's schedule and provide timely reminders and meeting notifications.
Prepare meeting agendas, materials, binders, and documents as needed.
Coordinate meeting logistics, including invitations, RSVPs, follow-ups, room setup, and refreshments.
Provide professional front desk and telephone coverage; greet visitors and direct them appropriately.
Maintain an organized office and assist with office supplies, storage, and general administrative needs.
Prepare necessary materials for Board of Supervisors meetings and other important deadlines.
Communicate professionally with staff, government officials, community members, and outside organizations.
Monitor public communications emails and assist with routing and follow-up as needed.
Respond to urgent scheduling and administrative matters in a timely manner.
Perform other administrative duties and special assignments as needed.