Secretary III

J&J Worldwide Services; El Paso, Northern (TX, KY); On-site; USD 26,000 - 36,000; Full time

Job summary

CBRE Government and Defense is seeking an Administrative Assistant in El Paso, TX. The role includes managing calendars, preparing documents, handling calls and inquiries, and coordinating communications across departments.

The position offers an hourly rate of $22.86 with benefits as per bargaining unit agreements. Requirements include a High School Diploma or equivalent, 3 years of office experience, and strong Microsoft Office skills.

Qualifications

• Required: High School Diploma or equivalent.
• Preferred: Associate degree with related concentration.
• Required: 3 years of experience working in an office or corporate environment.
• Proficiency in Microsoft Office Suite and documentation formatting.

Responsibilities

• Manage calendars, appointments, and meetings for senior staff.
• Prepare, review, and distribute correspondence and reports with high accuracy.
• Handle calls and emails, directing or answering inquiries.
• Maintain confidential files, ensuring data integrity and policy compliance.
• Produce payroll and mileage payments; maintain attendance records.
• Coordinate travel, events, and other logistical tasks.
• Collaborate with departments to facilitate communication and coordination.
• Perform general office duties; order supplies and maintain equipment.
• Proofread documents for spelling, grammar and formatting.
• Coordinate routine office tasks with minimal supervision.
• Check records for completeness and accuracy; process for action.
• Operate copiers, faxes, scanners.
• Act as receptionist; greet visitors and direct inquiries.
• Maintain manuals and update resource materials.

Skills

Calendar management

Office administration

MS Office proficiency

Communication skills

Data confidentiality

Document preparation

Travel coordination

Reception duties

Attention to detail

Education

High School Diploma or equivalent

Associate degree related concentration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Office equipment familiarity

Job description

• 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 $22.86. 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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.