Full job description

Job Overview
We are seeking a highly organized and professional Secretary to join our team. The ideal candidate will be responsible for managing administrative tasks, providing exceptional customer service, and supporting office operations. This role requires excellent communication skills, proficiency with office software, and the ability to handle multiple responsibilities efficiently. Bilingual abilities are a plus to assist diverse client needs. The Secretary will play a vital role in ensuring smooth daily operations and maintaining a welcoming environment for clients and staff alike.

Duties

• Answer multi-line phone systems with professionalism and courtesy, demonstrating excellent phone etiquette
• Manage front desk responsibilities, including greeting visitors and directing inquiries
• Perform data entry, filing, and document proofreading to ensure accuracy and organization
• Utilize Microsoft Office, Google Workspace, and other office management tools for scheduling, correspondence, and record keeping
• Assist with calendar management and appointment scheduling for staff and executives
• Support bookkeeping and basic QuickBooks tasks as needed
• Provide customer support via phone, email, or in person, ensuring high levels of customer satisfaction
• Handle administrative tasks such as typing reports, managing office supplies, and organizing files
• Support personal assistant duties or medical/dental receptionist responsibilities as required

Experience

• Prior office management or administrative experience preferred
• Proficiency with Microsoft Office and QuickBooks is must
• Experience with multi-line phone systems and front desk operations
• Bilingual skills are highly desirable to serve diverse clientele effectively
• Familiarity with clerical tasks such as data entry, filing, proofreading, and calendar management
• Knowledge of bookkeeping or QuickBooks is a plus
• Strong organizational skills with the ability to prioritize tasks efficiently
• Excellent communication skills both verbal and written
• Demonstrated ability to handle confidential information discreetly