Job Description
Apex Global Solutions is seeking a highly organized, proactive, and polished Executive Secretary to support our C-suite executives and ensure the seamless operation of our New York headquarters. This is a pivotal role within a fast-paced, premium environment, requiring absolute discretion, impeccable communication skills, and advanced technical proficiency.
As the cornerstone of the executive office, you will manage complex calendars, coordinate international travel, and act as the primary liaison between internal teams and external stakeholders. If you thrive in a high-stakes setting and possess an unwavering commitment to excellence, we invite you to elevate your career with Apex Global.
Responsibility
- Expertly manage dynamic calendars for multiple C-level executives, prioritizing conflicting demands and scheduling high-stakes meetings across time zones.
- Coordinate intricate international travel arrangements, including flights, accommodations, visas, and detailed itineraries.
- Serve as the primary gatekeeper, screening calls, emails, and visitors with discretion and professionalism.
- Prepare, review, and format high-level correspondence, reports, and presentations for internal and external audiences.
- Orchestrate executive-level meetings, including agenda preparation, minute-taking, and action item follow-through.
- Manage sensitive filing systems and confidential documents with absolute integrity.
- Process and track expense reports, invoices, and departmental budgets with accuracy.
- Collaborate with administrative teams to coordinate company-wide events and off-sites.
Qualification
- Bachelor's degree in Business Administration, Communications, or a related field preferred.
- 5+ years of proven experience as an Executive Secretary, Executive Assistant, or Office Manager in a corporate environment.
- Mastery of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Slack, Teams, Zoom).
- Unwavering discretion and ability to handle highly confidential information.
- Exceptional written and verbal communication skills with a polished, professional demeanor.
- Impeccable organizational skills and a keen attention to detail in a fast-paced environment.
- Proactive problem-solving mindset with the ability to anticipate executive needs.
- Experience coordinating complex international travel logistics.