Job Description

Executive Secretary or Secretary III

Tryfacta is seeking an Executive Secretary or Secretary III for our client in Santa Ana, CA 92701. This is a temporary contract assignment. If you meet the qualifications listed below and are interested, please apply now!

Responsibilities for this position include, but are not limited to:

• Confidentiality & Discretion: Handle confidential and sensitive information with the highest level of discretion.
• Calendar/Scheduling: Manage and maintain the Supervisor's master calendar, including meetings, appointments, events, community outreach, and public meetings.
• Coordinate schedules with County departments, public officials, government representatives, community organizations, staff, and other outside contacts.
• Identify and resolve scheduling conflicts and communicate calendar changes promptly.
• Monitor the Supervisor's schedule and provide timely reminders and meeting notifications.
• Prepare meeting agendas, materials, binders, and documents as needed.
• Coordinate meeting logistics, including invitations, RSVPs, follow-ups, room setup, and refreshments.
• Provide professional front desk and telephone coverage; greet visitors and direct them appropriately.
• Maintain an organized office and assist with office supplies, storage, and general administrative needs.
• Prepare necessary materials for Board of Supervisors meetings and other important deadlines.
• Communicate professionally with staff, government officials, community members, and outside organizations.
• Monitor public communications emails and assist with routing and follow-up as needed.
• Respond to urgent scheduling and administrative matters in a timely manner.
• Perform other administrative duties and special assignments as needed.

To be considered for this position, you should have:

• Previous experience as an Executive Secretary, Executive Assistant, Scheduler, or similar administrative role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional, confident, and courteous demeanor.
• Ability to work independently, prioritize competing deadlines, and exercise sound judgment.
• Strong sense of confidentiality, discretion, and professionalism is essential.
• Comfortable working in a fast-paced government or professional office environment.

Tryfacta is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Tags

Similar Jobs