Job Description
Apex Innovations is seeking a highly organized and professional Executive Secretary to join our dynamic team in New York City. As a key member of our support staff, you will provide comprehensive administrative support to senior leadership, ensuring smooth operations and efficient workflow in a fast-paced corporate environment.
We pride ourselves on a culture of excellence and offer a competitive benefits package, including health insurance, 401(k) matching, and flexible working hours.
Responsibility
- Calendar Management: Oversee complex scheduling, arrange meetings, and manage extensive domestic and international travel itineraries with precision.
- Correspondence: Draft, proofread, and distribute professional emails, memos, reports, and presentations with a focus on high-quality writing standards.
- Meeting Coordination: Organize internal board meetings and external client events, handling logistics, room bookings, and catering requirements.
- Information Management: Maintain accurate digital and physical records, files, and databases while ensuring strict confidentiality of sensitive company information.
- Vendor Relations: Act as the primary point of contact for office vendors, manage office supply inventory, and process invoices.
- Project Support: Assist the executive team with ad-hoc projects, special events, and administrative research as needed.
Qualification
- Experience: Minimum 4-6 years of proven experience as a Secretary or Executive Assistant in a corporate or legal setting.
- Technical Proficiency: Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with CRM or project management software.
- Communication Skills: Exceptional written and verbal communication skills with a polished, professional demeanor.
- Organization: Outstanding organizational skills with the ability to prioritize multiple competing tasks and deadlines effectively.
- Discretion: Demonstrated ability to handle sensitive information with complete confidentiality and integrity.
- Education: High school diploma required; Bachelor’s degree in Business Administration or a related field is preferred.