Secretary

Job Description:

We are seeking a dynamic and highly organized right-hand to the president. A pivotal role in overseeing and optimizing our day-to-day operations while fostering a culture of growth, efficiency, and excellence. All while, making the life and schedule of the president efficient. This leadership position requires someone with strong operational acumen, strategic thinking, and a commitment to maintaining the highest levels of professionalism, safety, and integrity. The successful candidate will need to exhibit exceptional attention to detail, business fundamental understanding, and strong communication skills. This is a career position with opportunities for growth and advancement.

Key Responsibilities:

• Act as the primary point of contact for to the presidents, maintaining professionalism and discretion.
• Ability to walk in as secretary in many industries
• Manage and organize sensitive financial documents, legal paperwork, and personal matters.
• Provide administrative support for calendar management, travel arrangements, and daily tasks.
• Prepare financial reports, track expenses, and maintain financial records.
• Assist in legal document preparation and review.
• Collaborate with financial advisors to manage investment portfolios.
• Oversee property management and insurance policies.
• Implement security measures to safeguard client information.
• Plan and coordinate events, charitable donations, and philanthropic initiatives.
• Provide administrative support to the management team and employees.
• Maintain and organize files, documents, and records.
• Manage incoming and outgoing communications, including emails, phone calls, and mail.
• Schedule appointments, meetings, and travel arrangements for executives.
• Prepare and distribute reports, presentations, and other documents as needed.
• Maintain office supplies and inventory at times.
• Assist with basic bookkeeping tasks at times.
• Collaborate with other team members to ensure a smooth workflow.
• Perform other administrative tasks as required.

Qualifications:

• High school diploma or equivalent.
• Demonstrated ability to manage and lead cross-functional teams effectively.
• Demonstrated discretion in handling confidential information.
• Previous experience as a secretary or personal assistant, preferably in a high-net-worth environment.
• Basic financial knowledge and understanding of investment terminology.
• Strong organizational and time management skills.
• Exceptional communication abilities.
• Attention to detail for accurate document management.
• Proficiency in relevant software and tools.
• Adaptability in a fast-paced environment.
• Familiarity with legal terminology and estate planning (an asset).
• Professionalism and service-oriented attitude.
• Commitment to high ethical standards and maintaining trust and integrity.
• Previous experience in a similar administrative or secretarial role is preferred.
• Proficiency in Microsoft Office (Word, Excel, and Outlook).
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Self-motivated and able to work independently.
• Familiarity with office equipment and basic computer troubleshooting.
• Strong attention to detail and accuracy.

Benefits:

• Competitive salary.
• 401(k) plan.
• Health, dental, and vision insurance.
• Life insurance.
• Paid time off.

How to Apply:

If you believe you have the skills and qualifications to excel in this role, please submit your resume along with a brief statement explaining why you are the ideal candidate for the Secretary position. We are actively conducting interviews and looking to hire the right candidate immediately.

Job Type: Full-time [Hybrid Months]

Salary: Competitive, based on experience

Schedule: 8-hour shift [ Will not set in stone]

COVID-19 Considerations: The safety and well-being of our employees are our top priorities. We have implemented safety measures to protect our staff during the COVID-19 pandemic.

Location:

• Downers Grove, IL: Reliably commute or planning to relocate before starting work (Required)
• Where ever the president has to travel or new organization needs attention

Experience:

• Previous experience with HNW individuals or executives preferred
• COO/Administrative/Secretarial/: Previous experience preferred