Administrative Secretary

Position Overview

Under the supervision of the Administrative Coordinator, the Administrative Secretary provides comprehensive administrative support to the Executive Team and Administration Department. This position assists with executive scheduling, coordination of meetings and communications, preparation of documents and reports, maintenance of administrative records and systems, and other operational support activities. The Administrative Secretary serves as a professional liaison with internal and external stakeholders, maintains strict confidentiality, and supports the efficient operation of the Administration Department.

$21.15-$24.04 per hour

M-F 8 am- 4:30 pm

New Lenox, IL

Administrative Coordinator

Administration

• Provides administrative support activities including management of communications, scheduling, records, office operations, meeting coordination, and related administrative functions.
• Prepares, formats, edits, and proofreads correspondence, reports, presentations, policies, etc.
• Provides direct administrative support as needed to Executive staff.
• Performs Receptionist duties such as receiving and directing visitors, answering phone calls, etc. in the absence of the receptionist.
• Represents Administration in a professional manner, exercising discretion, sound judgment and confidentiality while effectively communicating with internal and external stakeholders.
• Maintains primary responsibility for administrative databases, tracking systems and reports supporting executive operations.
• Assists with payroll and timekeeping processes for assigned departments.
• Assists with submission, tracking and maintenance of confidential regulatory reports and related records.
• Coordinates follow-up activities and tracks action items on behalf of the Executive Staff.
• Coordinates vendor services, agreements and related administrative processes for Trinity facilities and operations.
• Maintains policy and procedure manuals and other assigned organizational records, reports and reference materials.
• Participates in assigned committees, organizational events, training and professional development opportunities.
• Performs other duties as assigned.

• Demonstrated interpersonal, communication and professional writing skills.
• Ability to interact effectively with executives, employees, external stakeholders and members of the public.
• Strong organizational skills with attention to detail and accuracy.
• Ability to handle sensitive and confidential information with discretion and sound judgment.
• Ability to independently prioritize competing demands, manage multiple deadlines and adapt to changing priorities.
• Ability to coordinate multiple projects and administrative activities simultaneously.
• Proficient in Microsoft Office applications and the ability to learn and effectively utilize organizational software systems.

• Remain in a stationary position for extended periods while performing administrative and computer-based work.
• Operate a computer, telephone and other standard office equipment.
• Move throughout the office and other Trinity locations to access files, equipment, meeting rooms and other work areas.
• Lift, carry and move office supplies, files and materials weighing up to 50 pounds.
• Communicate and exchange information effectively in person, by telephone and through written and electronic communication.
• Operate a motor vehicle to attend meetings, trainings or other work-related activities as required.
• Perform movements such as reaching, bending, stooping, kneeling and repetitive hand motions associated with office work.

• High school diploma or equivalent and at least five years of progressively responsible administrative, executive support or office management experience.
• Demonstrated proficiency in Microsoft Office applications including Outlook, Word, Excel and PowerPoint, and the ability to learn and effectively utilize organizational software systems.
• Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

• Health, Vision, Dental and Life insurance
• Educational Assistance
• Paid time off
• Sick time
• Paid Holidays
• Personal Time
• Potential Year-End Bonus
• Financial Assistance Program (Cookie Jar)
• Employee Referral Program (Bounty Bucks)

Non-Exempt

Duties and responsibilities may change and new ones may be assigned at any time with or without notice. This job description does not constitute a contract of employment.

Trinity Services, Inc. is an equal opportunity employer. In accordance with anti-discrimination law it is the purpose of this policy to effectuate these principles and mandates. Trinity Services, Inc. prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender, age, national origin, disability status, protected veteran…