Secretary Job at OtterBase in Grand Rapids

Job Title: Office Secretary

*Please apply direct or submit an application to mgroh@otterbase.com*

Job Summary:
We are seeking a highly organized and efficient Office Secretary to join our client’s team. The ideal candidate will be responsible for managing day-to-day administrative tasks, ensuring smooth office operations, and supporting staff, clients, and visitors. Strong communication skills, a proactive attitude, and the ability to multitask are essential for success in this role.

Key Responsibilities:

• Answer and direct phone calls, take messages, and respond to general inquiries.
• Manage office operations, including scheduling appointments, meetings, and maintaining office supplies.
• Greet visitors and clients professionally, directing them to the appropriate department or individual.
• Prepare, draft, and format correspondence, reports, and other documents.
• Maintain and update both electronic and physical filing systems for accuracy and easy access.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Coordinate office activities to ensure efficiency and adherence to company policies.
• Assist with preparing presentations, meeting agendas, and minutes.
• Perform data entry, maintain databases, and update records as required.
• Monitor office supplies inventory and place orders as needed.
• Provide administrative support to staff as necessary.
• Ensure the office environment remains clean, organized, and conducive to productivity.

Qualifications:

• High school diploma or equivalent required; associate’s degree or administrative certification preferred.
• Proven experience in a similar administrative role, such as Secretary or Administrative Assistant.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office equipment (e.g., printers, copiers, scanners).
• Strong verbal and written communication skills.
• Exceptional organizational skills with a keen attention to detail.
• Ability to multitask, prioritize, and manage time effectively.
• Professional demeanor and the ability to handle confidential information with discretion.
• Strong interpersonal skills with a customer service-oriented attitude.