Job Summary:

The Secretary III plays a pivotal role in ensuring the smooth and efficient operation of business services within the organization. This position is responsible for providing advanced administrative support, managing communications, and coordinating schedules to facilitate effective workflow. The role requires handling confidential information with discretion and maintaining organized records to support decision-making processes. Secretary III acts as a liaison between management, clients, and other departments, ensuring timely and accurate information exchange. Ultimately, this position contributes significantly to the overall productivity and professionalism of the business services team.

Primary Job Functions:

• Manage and coordinate calendars, appointments, and meetings for senior staff members.
• Prepare, review, and distribute correspondence, reports, and other documents with a high degree of accuracy.

• Handle incoming calls, emails, and inquiries, directing them appropriately and responding when necessary.
• Maintain confidential files and records, ensuring data integrity and compliance with company policies.
• Maintains regular and reliable attendance; prepares and produces payroll, and mileage payments.
• Assist in organizing company events, travel arrangements, and other logistical tasks as required.
• Collaborate with various departments to facilitate communication and project coordination.
• Perform general office duties such as ordering supplies, managing office equipment, and maintaining a professional work environment.

• Proofreads and edits documents for correct spelling, grammar and format.
• Coordinates routine office management responsibilities independently with minimal direction from a supervisor.

• Checks or reconciles records and documents for completeness, clerical and mathematical accuracy, and processes for further action.

• Operates common office equipment incidental to secretarial assignments such as copiers, faxes, scanners.

• Processes various payment documents and enters the financial system.

• Acts as a receptionist, greeting visitors, answering and responding to general inquiries, or directing visitors to the appropriate personnel.

•  Maintains manuals and updates resource materials.

Education, Experience and Certification:

Required: High School Diploma or equivalent

Preferred: Associate degree with Related Concentration 

Required: 3 years of experience working in an office or corporate environment. 

Working Conditions:

• Occasional exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc.

Knowledge, Skills, and Abilities:

• Strong organizational skills to manage multiple schedules and prioritize tasks efficiently, ensuring deadlines are met.
• Excellent communication skills are essential for drafting clear correspondence and interacting professionally with internal and external stakeholders.
• Proficiency in Microsoft Office and other software tools to prepare reports, presentations, and maintain accurate records seamlessly.
• Meticulous attention to detail, critical when handling confidential documents and managing data to support business operations.
• Interpersonal skills to facilitate effective collaboration across departments, contributing to a cohesive and productive work environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.
• Familiarity with office management software and database systems.
• Ability to handle confidential information with discretion and professionalism.

Disclaimer:

CBRE Government and Defense is thrilled at the opportunity for you to apply to one of our roles. The rate for this position is $21.63. This position may also be eligible for a wide range of benefits based on applicable bargaining unit agreements.

This description is not intended to be an “all inclusive” list of the accountabilities of the job described. Rather, it describes the general nature of the job. In addition, some aspects of this job may change over time, according to business needs, and these changes may not be recorded immediately. The requirements stated represent the minimum levels of knowledge, skills and/or abilities to qualify and satisfactorily perform this job.

THIS DOCUMENT SHOULD NOT BE CONSTRUED AS CREATING A CONTRACT OF EMPLOYMENT BETWEEN CBRE GOVERNMENT & DEFENSE SERVICES AND ANY OF ITS EMPLOYEES OR OTHERWISE ALTERING AN EMPLOYEE’S AT WILL EMPLOYMENT RELATIONSHIP WITH CBRE GOVERNMENT & DEFENSE SERVICES.