Executive Secretary to the Executive Director

$53,602 - $56,077/Yr

South Central Regional Transit District - Sunland Park, NM

Full-time - Entry Level

Sunland Park, NM

Transit and Ground Passenger Transportation

About the position

The Executive Secretary will provide comprehensive administrative support to the executive team at the South Central Regional Transit District. This role is essential for ensuring efficient office operations, managing schedules, and facilitating communication within the organization. The ideal candidate will be highly organized, proactive, and possess exceptional communication skills, contributing to a professional and welcoming environment.

Responsibilities

• Provide executive administrative support to senior management, including scheduling meetings and managing the Outlook Calendar.
• Answer phone calls with excellent phone etiquette and direct inquiries appropriately.
• Manage front desk operations, greeting visitors and ensuring a welcoming environment.
• Prepare and transcribe meeting minutes, ensuring accurate documentation of discussions.
• Utilize DocuSign for document management and electronic signatures.
• Maintain organized filing systems for both physical and digital documents.
• Assist with office management tasks, including inventory control and supply ordering.
• Support financial tasks using QuickBooks, including invoicing and expense tracking.
• Collaborate with team members to ensure smooth office operations and effective communication.

Requirements

• Proven experience in an executive administrative support role or similar position.
• Strong proficiency in Microsoft Office Suite, particularly Outlook Calendar.
• Excellent phone etiquette and interpersonal skills for effective communication with clients and staff.
• Familiarity with DocuSign for document processing is a plus.
• Experience with QuickBooks is desirable but not mandatory.
• Exceptional organizational skills with the ability to manage multiple tasks simultaneously.
• High level of discretion and confidentiality in handling sensitive information.
• A proactive approach to problem-solving and the ability to work independently as well as part of a team.

Nice-to-haves

• Experience with QuickBooks is desirable but not mandatory.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off