Confidential Secretary

Position : Confidential Secretary (40 hours per week / 12 months)

Office of Strategy

The Role :

The Confidential Secretary’s primary responsibility is to provide executive support in a one-on-one working relationship with the Chief Strategy Officer, and serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief Strategy Officer.

Key Responsibilities :

• Provide comprehensive support services to the Chief.
• Ensure a professional, responsive and effective experience with the organization for all contacts.
• Provide calendar management and plan, coordinate, and ensure the Chief's schedule is followed and respected.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Chief of Strategy, including those of sensitive or confidential nature, determining an appropriate referral or response.
• Provide a bridge for smooth communication between the Chief's office and internal departments and / or external organizations / individuals, demonstrating leadership to maintain credibility, confidentiality, trust and support.
• Answer and route phone calls, mail, and e-mail messages, and handle a broad range of information dissemination.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the Chief's ability to effectively lead the Office.
• Prioritize conflicting needs and handle and follow-through on projects to successful completion, within deadlines.
• Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Chief, including some with organizational impact.
• Schedule and organize complex activities such as meetings, travel, conferences and department activities.
• Prepare meeting arrangements for presentations to groups and committees (newsletters, video supplies, laptops, arrangements to reserve rooms, food, etc.).
• Collaborate with strategic initiative teams / committees to coordinate activities and projects.
• Attend meetings and accurately record meeting notes and distribute meeting minutes, agendas and meeting materials.
• Manages departmental financial activities, including monitoring office budgets, processing requests for and actual purchase of goods and services;

continually monitors funds to ensure monies are spent as allocated; tracks budget transfers and adjustments; and completes contracts, requisitions, and reimbursement in coordination with budget, purchasing and payroll departments.

Additional duties as assigned by the supervisor.

Your Skill Set :

As the incoming Confidential Secretary for the Chief Strategy Officer, you will possess many, though perhaps not all, of the following characteristics and qualifications :

• Bachelor's degree
• 2 or more years of work experience
• The ability to leverage Microsoft Office (especially Word & Excel) and / or Google / G Suite (especially Google Docs & Sheets) to manage information
• Proficiency in video conferencing platforms, such as Zoom, Google Meet and Microsoft Teams
• Keen attention to detail
• Ability to think strategically and communicate thoughtfully
• Creative disposition, able to tackle challenges with persistence and a sense of humor
• Ability to be flexible in fast-paced environments
• Possess a growth mindset and embrace risk-taking and innovation
• Team-player who also has the ability to work independently and be self-directed
• Skilled in working with a variety of stakeholders, including educators, families, and community partners
• Customer service orientation
• Alignment with CPS mission
30+ days ago