The Executive Secretary role is tailored for experienced professionals with a proven track record in providing high-level administrative support to senior executives and management. As Executive Secretary, you will play a pivotal role in ensuring the smooth operation of the executive office, overseeing reception, managing complex administrative tasks, and facilitating effective communication within the organization. This role reports directly to the Chief Executive Officer (CEO), and Chief Operations Officer (COO) and requires a high level of professionalism, discretion, and attention to detail.
Job Duties for Executive Secretary: As a Executive Secretary, your responsibilities will include: Providing comprehensive administrative support to senior executives, including managing calendars, scheduling appointments, and coordinating meetings and travel arrangements. Handling correspondence, emails, and phone calls on behalf of executives, prioritizing and responding to inquiries in a timely and professional manner. Drafting and preparing a variety of documents, reports, presentations, and other materials for executive review and distribution. Maintaining confidential files, records, and databases, ensuring accuracy, organization, and security of information. Acting as a point of contact and liaison between executives and internal/external stakeholders, relaying messages, coordinating requests, and facilitating communication. Anticipating and proactively addressing the needs of executives, including preparing meeting materials, briefing notes, and agendas. Assisting with special projects, initiatives, and events, coordinating logistics, gathering information, and providing administrative support as required. Supervising and delegating tasks to junior administrative staff, providing guidance, training, and support as needed. Upholding confidentiality and discretion in handling sensitive information and matters. Oversee reception of LighthouseHQ in Eureka, CA.
Qualifications for Executive Secretary: To excel in this role, you should have: Associate's or bachelor's degree in Business Administration, Office Management, or related field preferred.Proven experience providing executive-level administrative support in a fast-paced and dynamic environment. Exceptional organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively. Excellent communication skills, both verbal and written, with a professional and polished demeanor. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software. Strong attention to detail and accuracy in completing tasks and managing information. Ability to exercise discretion, confidentiality, and professionalism in handling sensitive information and situations. Adaptability and flexibility to work independently with minimal supervision and as part of a team.
Gets You to the Top of the List: Previous experience supporting C-suite executives or senior management personnel. Advanced proficiency in office technology and software applications, including calendar management tools and document management systems. Familiarity with industry-specific terminology, practices, and protocols. Certification or training in executive administration or office management.
Please note that The Lighthouse Group is an equal opportunity employer and does not discriminate against applicants based on criminal backgrounds. We encourage all qualified candidates to apply for this exciting opportunity to join our team and contribute to the success of our organization.