About Company
A dynamic environment awaits the right candidate at Career.zycto, a rapidly growing firm specializing in innovative professional services. We champion efficiency and forward-thinking solutions, making us a thriving hub for those dedicated to excellence. For an Administrative Secretary, this means being at the core of executive operations, providing critical support that directly impacts our success. Join a team where your organizational prowess and proactive mindset are not just valued, but essential to our daily triumphs and strategic vision. We empower our staff to grow and contribute meaningfully.
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Job Description
Career.zycto is seeking an exceptionally organized and highly proactive Administrative Secretary to support our executive leadership team in Pasadena, California. This vital role is the cornerstone of executive efficiency, ensuring seamless operations for our senior leaders. The Administrative Secretary will serve as the primary point of contact for internal and external stakeholders, managing complex calendars, coordinating travel logistics, and facilitating effective communication. You will be instrumental in maintaining the highest levels of confidentiality and professionalism, acting as a gatekeeper and ensuring that executive time is optimized for strategic initiatives.
This position requires a sharp individual with an acute attention to detail, strong problem-solving abilities, and the capacity to anticipate needs before they arise. You will be responsible for preparing comprehensive reports, presentations, and correspondence, often under tight deadlines. Beyond routine administrative duties, the Administrative Secretary will also play a key role in special projects, conducting research, and providing project support as needed. We are looking for someone who thrives in a fast-paced environment, can juggle multiple priorities with grace, and is committed to fostering a positive and productive atmosphere at the executive desk.
At Career.zycto, we believe that robust administrative support is not just about execution, but about strategic partnership. The ideal candidate will be a self-starter who can work independently while also collaborating effectively with various departments. Your contribution will directly enable our executives to focus on critical decision-making and innovation, making you an indispensable asset to our organization. If you are passionate about administrative excellence and ready to take on a challenging yet rewarding role at the heart of our operations, we encourage you to apply.
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Key Responsibilities
- Manage and maintain complex executive calendars, scheduling meetings, appointments, and conferences with precision.
- Coordinate extensive domestic and international travel arrangements, including flights, accommodation, and ground transportation.
- Prepare, edit, and proofread correspondence, presentations, reports, and other documents for executive review and distribution.
- Act as a primary liaison between executives and internal/external stakeholders, managing communications professionally and efficiently.
- Organize and prepare for meetings, including agenda development, material collation, minute-taking, and follow-up on action items.
- Handle confidential information with utmost discretion and integrity.
- Process expense reports, invoices, and other financial documentation accurately and on time.
- Assist with special projects, research, and data compilation as requested by executives.
- Maintain an organized filing system, both digital and physical.
- Provide general office support, ensuring the executive office runs smoothly and supplies are replenished.
Required Skills
- Proven experience as an Administrative Secretary, Executive Assistant, or similar role supporting senior leadership.
- Exceptional organizational and time management skills, with the ability to prioritize effectively.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Superior written and verbal communication skills.
- Demonstrated ability to handle confidential information with discretion.
- Proactive problem-solving abilities and strong attention to detail.
- Capacity to work independently and as part of a team in a dynamic environment.
Preferred Qualifications
- Associate's or Bachelor's degree in Business Administration or a related field.
- Experience with project management software (e.g., Asana, Trello).
- Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
- Experience in a professional services or technology-driven industry.
Perks & Benefits
- Comprehensive health, dental, and vision insurance.
- Generous paid time off and holiday schedule.
- 401(k) retirement plan with company matching.
- Opportunities for professional development and continuing education.
- Modern and collaborative office environment.
- Wellness programs and employee assistance initiatives.
How to Apply
To seize this exciting opportunity and contribute to Career.zycto’s executive success, please click on the application link below to submit your resume and cover letter. We look forward to reviewing your qualifications.
