Job Description
Job DescriptionJob Title: Executive SecretaryLocation: Chicago, IL Hire Type: ContingentPay Range: $29.00/hourWork Type: Full-timeWork Model: OnsiteWork Schedule: Monday – Friday, 8am – 5pm Recruiter Contact: Natalie Dunn | natalie@marykraft.comNature & Scope:Positional OverviewThe Imagine Group is recruiting for Executive Secretary on behalf of our client, a leading financial institution in Buffalo, New York, serving individuals, businesses, and communities across the eastern United States. Known for its strong regional presence, commitment to community engagement, and focus on long-term customer relationships, the organization offers a stable and collaborative work environment with opportunities for growth.In this role, you will be responsible for providing high-level administrative support to senior executives, including managing complex calendars, coordinating meetings, and handling confidential communications. You will organize travel arrangements, prepare reports and presentations, and serve as a key point of contact between leadership and internal or external stakeholders. This position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced corporate environment.Role & Responsibility:Tasks That Will Lead to Your Success
- Provide a wide variety of administrative and staff support requiring high-level analytical and organizational skills to executive management; Administer programs, projects, and assignments specific to department.
- Prepare correspondence, reports, and data tables of an advanced nature; Compose memos and other types of correspondence for executive management.
- Perform project-oriented assignments for executive to include researching data, compiling information, and prepare formal results on results and recommendations.
- Maintain executives business calendar and uses discretion to screen requests for meetings and appointments; Reschedule meetings and appointments to meet special contingencies; Coordinate all travel arrangements and prepare business itineraries.
- Coordinate the preparation and maintenance of records, statistics, and reports pertaining to department operations, issues, etc.
- Prepare and arrange business presentations, management letters, and other communications ensuring materials are prepared in a timely and professional manner.
- Serve as liaison between executive management and Bank personnel, respond to questions and/or issues on organizational and departmental matters; Handle a wide variety of situations and conflicts involving the day-to-day activities and operations of the department.
- Incumbent works under general supervision and must exercise extensive discretion and judgment.
- Incumbent must maintain confidentiality.
- Incumbent is responsible for performing high-level administrative/project assignments, relieving senior management of many of the day-to-day operations and ensuring smooth functioning of department.
- Contacts are generally both internal and external.
Skills & ExperienceQualifications That Will Help You Thrive
- Bachelor's degree or equivalent in work experience.
- Five to seven years progressive secretarial/administrative experience.
- Excellent word processing skills.
- Highly skilled with current standard word processing, spreadsheet, presentation, and database software and programs.
- Strong administrative/project ability.
- Ability to use independent judgment, discretion and maintain confidentiality on Bank matters.
- Detail oriented.
- Ability to communicate effectively and professionally with all levels of personnel.
- Strong knowledge of Bank's organization, policies and procedures.