Secretary / Personal Assistant at HR-EX Consulting

Job Description

• The secretary will provide administrative support for the senior management.
• In this role, He will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the C.E.O, organize and coordinates executive outreach and external relations efforts, must be creative and enjoy working within a small, impactful environment that is mission-driven, results-driven and community oriented.

Duties and Responsibilities

• Reporting to senior management and performing secretarial and administrative duties. While observing best business practices and etiquette.
• composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; documents, and presentations.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.
• Communicates directly, and on behalf of the and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidentialermines appropriate course of action, referral, or response.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact
• Creating and organizing information and generating reference tools for easy use
• Ordering office supplies and replacements and managing mail and courier services.
• Ensuring efficient and effective administrative information and assistance.

Qualification and Requirements

• Bachelor's Degree in Business Administration or related field preferred
• 2-3 years of experience in a similar role, in a structured environment.
• Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Advanced typing, note-taking, record-keeping, and organizational skills.
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proficiency in appointment scheduling software such as MS Outlook and call forwarding.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.