Secretary

Job Title: Secretary

Location: Miami FL

Department: Office Manager

Job Summary:

The Secretary provides administrative support to ensure efficient operation of the office. This role involves handling a variety of tasks including answering phones preparing documents scheduling appointments and assisting in daily office needs. The Secretary will also contribute to the overall efficiency of the company by performing clerical duties coordinating meetings and supporting team members.

Key Responsibilities:

1. Administrative Support:

   • Answer and direct phone calls.
   • Organize and schedule appointments.
   • Plan meetings and take detailed minutes.
   • Write and distribute email correspondence memos letters faxes and forms.
   • Assist in the preparation of regularly scheduled reports.
   • Develop and maintain a filing system.

2. Office Coordination:

   • Order office supplies and research new deals and suppliers.
   • Maintain contact lists.
   • Book travel arrangements.
   • Submit and reconcile expense reports.

3. Documentation and Correspondence:

   • Provide general support to visitors.
   • Act as the point of contact for internal and external clients.
   • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

4. Data Management:

   • Update and maintain office policies and procedures.
   • Manage sensitive information in a confidential manner.
   • Assist in various data entry and recordkeeping tasks.

Qualifications:

• Proficiency in MS Office (MS Excel and MS PowerPoint in particular).
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Attention to detail and problemsolving skills.
• High school diploma.