Secretary (Senior)

HeiTech Services•Boston, MA

2d•Onsite

About The Position

The Secretary provides senior-level administrative and coordination support to executive leadership and program offices within a Federal regional environment. The position supports leadership by managing communications, correspondence, records, scheduling, travel coordination, and information flow to ensure efficient office operations. Serving as a central point of contact for internal and external stakeholders, the Secretary exercises sound judgment, discretion, and strong organizational skills while supporting day-to-day executive and office functions. This role performs a wide range of non-routine administrative duties requiring attention to detail, effective communication skills, and proficiency with office automation tools. The Secretary routinely works with sensitive information and ensures timely, accurate, and well-organized documentation in accordance with established policies and procedures.

Requirements

High School Diploma or equivalent.
Minimum of 3 to 5 years of progressively responsible administrative or secretarial experience supporting leadership or program offices.
Demonstrated ability to organize information, manage correspondence, and support executive administrative functions.
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and database tools.
Strong oral and written communication skills.
Demonstrated ability to handle sensitive and personally identifiable information with discretion and sound judgment.
Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.
Ability to pass and maintain a background suitability clearance.
Able to pass and maintain a background suitability clearance.

Nice To Haves

Associate’s degree or higher in Business Administration, Office Administration, or a related field.
Experience supporting executive leadership in a Federal or public-sector environment.
Experience maintaining databases, preparing correspondence, and managing administrative records.
Familiarity with records management, travel management systems, and privacy requirements.
Experience preparing briefing materials and supporting executive-level meetings and conference calls.

Responsibilities

Receive and screen incoming telephone calls, emails, and visitors for executive leadership, routing inquiries appropriately and independently resolving routine requests for information.
Personally handle a high volume of inquiries from internal staff, other government offices, and external stakeholders in a professional and timely manner.
Receive and assist visiting officials and senior staff by coordinating communications, facilitating phone calls, and providing administrative and logistical support as requested.
Respond to inquiries by clarifying needs, gathering relevant facts, and preparing responses based on knowledge of Government operations and established procedures.
Determine when inquiries require escalation and coordinate with appropriate offices or subject matter experts to obtain accurate information or support responses.
Establish, maintain, and manage records and files to control the flow of correspondence and documentation for executive leadership offices.
Create, edit, revise, calculate, retrieve, store, and produce a wide range of documents in final form, including correspondence, reports, graphs, calendars, statistics, mailing labels, tables, and databases using Microsoft Office applications.
Maintain and update web-based data systems by reviewing daily reports, entering significant incidents or activities, and ensuring data accuracy and timeliness throughout the workday.
Review and validate information to ensure records and reports are complete, accurate, and current.
Maintain official employee personnel files, ensuring records are accurate, complete, and safeguarded in accordance with applicable privacy and records management requirements.
Prepare and submit travel authorizations and expense reports for executive leadership and make travel and lodging arrangements using web-based travel systems and direct coordination with travel service providers.
Monitor travel itineraries and make adjustments as required to support leadership schedules.
Compile and prepare briefing materials and information sheets for executive leadership in support of weekly and ad hoc meetings and conference calls.
Schedule, coordinate, and maintain records for the use of regional conference rooms and meeting spaces.
Perform additional administrative and coordination support duties as assigned to support office and leadership operations.