Lead Secretary

Triumph Enterprises is currently looking for a Secretary III to join us supporting a federal government client with an important mission. In this role, you will have the opportunity to work with a great team while serving a fulfilling mission.

The Secretary III will provide advanced administrative support, including managing correspondence, coordinating meetings, and assisting with documentation. This role supports the contract by ensuring that administrative tasks are completed efficiently, allowing the department to focus on delivering contract requirements.

Location: Keyport, WA

Responsibilities:

The successful candidate will work directly with our government client and support team members to:

• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; collects, compiles, and analyses data.
• Prepare and manage correspondence, reports, and documents.
• Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters.
• As instructed, answers telephones, manages calendar, and arranges for meeting rooms.
• Reviews materials prepared for government approval for typographical accuracy and proper format.
• Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans;
• Requisitions supplies, printing, maintenance, or other services. Is familiar with Microsoft Office products (including but not limited to Excel, Access, PowerPoint, Visio, Word, Outlook, SharePoint, and Teams), prepares correspondence adhering to the Navy Correspondence Manual and local directives and instructions, takes and transcribes dictation, and establishes and maintain office files.
• Reviews correspondence for consistency and conformance with the Navy Correspondence Manual and local directives and instructions; assures that proper clearances have been obtained, when needed.
• Schedule and coordinate meetings, including preparing agendas and recording minutes.
• Assist with travel arrangements and prepare expense reports.
• Coordinate the routing of documents for signatures and approvals.
• Proofread and edit correspondence to ensure clarity and accuracy.
• Assist in preparing presentation materials for meetings.
• Manage visitor access and coordinate security protocols.
• Respond to inquiries and provide accurate information.
• Provide administrative support for contract modifications.
• Organize and maintain physical and electronic filing systems.
• Maintain and update departmental calendars.
• Coordinate with other administrative staff to ensure consistent office support.
• Compile data and assist in generating reports.
• Assist in the development of administrative procedures to improve efficiency.

Qualifications:

• Proficiency in managing office tasks.
• Strong written and verbal communication skills.
• Attention to detail and accuracy in document preparation.
• Strong interpersonal skills required.
• Must be comfortable in a fast-paced, dynamic environment, and be able to handle multiple tasks simultaneously.
• Must be able to work independently and be self-motivated.
• Must demonstrate strong oral and written communication skills, excellent customer service skills, and be able to handle pressure.
• The ability to communicate professionally, both orally and in writing, with customers, vendors, management, and coworkers are crucial.

Required Experience:

• Minimum of 4 years of experience in advanced administrative support, including managing documentation and meetings.

Education Requirements:

• A high school diploma or equivalent is required.

Clearance Requirements:

• US Citizenship is required with the ability to obtain a Secret clearance.

Desired Skills:

• Advanced proficiency in office management software and tools.
• Strong written and verbal communication skills.
• Ability to manage high-level correspondence and complex scheduling.
• Experience in organizing and maintaining detailed records.
• Ability to prepare reports and presentation materials
• Ability to advise junior team members on new procedures and request information needed for periodic or special conferences, reports, inquiries, etc.
• conferences, reports, inquiries, etc.
• Familiarity with