Administrative Assistant

vecrainc; New York (NY); On-site; USD 21,000 - 34,000; Part time

Job summary

VECRA, Inc. is seeking a Part-Time Administrative Assistant to provide essential office support on-site in New York. You will manage calendars, compile reports, and handle travel arrangements while coordinating with staff and clients.

The role requires at least a high school diploma and 2 years of professional office experience, with strong proficiency in Microsoft Office, calendar management, and effective communication. Work hours are daytime, Monday through Friday, onsite across NY state.

Qualifications

• Requires a high school diploma or equivalent and at least 2 years of professional office experience.
• Proficient with Microsoft Office applications (Outlook, Word, Excel) and virtual meeting tools (WebEx, Zoom).
• Ability to manage calendars, reports, and filing systems; strong communication and organizational skills.

Responsibilities

• Work closely with onsite staff to ensure deliverables meet client and VECRA standards.
• Manage staff calendars on a day-to-day basis.
• Format and prepare reports and presentation materials.
• Maintain electronic and hard-copy files and tracking systems.
• Coordinate travel arrangements and related paperwork.
• Schedule in-person and virtual meetings and conference calls.
• Handle mail distribution and order office supplies.
• Answer and route phone calls to appropriate parties.
• Perform additional tasks as assigned.

Skills

MS Office proficiency

Communication skills

Organization skills

Data entry

Independent & team work

Multitasking

Attention to detail

Education

High school diploma (or equivalent)

Tools

Outlook

Word

Excel

Microsoft Teams

WebEx

Zoom

Shared calendars

Job description

VECRA is seeking a Part-Time Administrative Assistant

COMPANY DESCRIPTION

VECRA, Inc. (“VECRA”) has requirements for Administrative Assistants throughout the State of New York. The VECRA VIP will work in a specific New York state localeto carry out the day-to‑day tasks in support ofVECRA’s Federal government, State, Public sector and/or Commercial clients.

VECRA, Inc. is a service-disabled veteran-owned small business (SDVOSB), woman-owned small business (WOSB), and a minority business enterprise (MBE)consulting firm implementing proven methodologies that help our clients drive growth, transform businesses, and innovate breakthrough ideas.VECRA’s extensive experience with innovative program management and staffing support services are always:

Vigilant Efficient Collaborative Responsive Accurate

JOB SUMMARY

The administrative assistant position will provide office and administrative support. The position is part-time and expected to report on site at the requisite New York State locale, Monday through Friday. The hours for the day are dependent on the specific needs of the department. Hours for part-time work is specified on each individual job.

ROLES and RESPONSIBILITIES

• Work closely with onsite staff and other managers to ensure contract deliverables aremetand that timeliness, messaging, and quality meet client and VECRA standards.
• Managing staff calendars on a day-to-day basis,
• Providing administrative support to format and prepare reports and presentation materials,
• Establishing and maintaining electronic and hard copy files, logs, and tracking systems,
• Arranging travel arrangements and preparing related paperwork,
• Scheduling in-person and virtual meetings and conference calls,
• Compiling, prioritizing and distributing mail,
• Maintaining inventory of and ordering supplies as needed,
• Answering and routing phone calls to appropriate parties,
• Other assignments and projects as assigned

QUALIFICATIONS and REQUIRED SKILLS

• A high school diploma (or equivalent),
• Two-years minimum experience working in a professional office setting,
• Proficiency with Microsoft Office applications, particularly Outlook, Word, Excel, Teams, and shared calendars, and virtual meeting applications including WebEx and Zoom
• Experience supporting day-to-day office operations, including supplies, equipment, correspondence, document management, and general administrative needs
• The ability to enter data into, and extract data from, electronic databases,
• The ability to work independently and on a team with different personalities,
• The ability to handle multiple, shifting priorities,
• Good organizational skills, including an ability to organize information into reports
• Ability to prioritize multiple assignments
• Strong written and verbal communication skills

Preferred qualifications

• Previous experience working for the New York State agency

Professional Skills

• Exceptional attention to detail and accuracy.
• Professional demeanor and customer service orientation.
• Ability to work independently and collaboratively.
• Strong critical thinking and problem-solving skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Commitment to diversity, equity, inclusion, and student success.

EDUCATION

• High school diploma (or equivalent),
• Two-year minimum experience working in a professional office setting,

OTHER

• Shift:Day; Hours may vary depending on the specific job location.
• Work Hours:Part-time positions available until filled.
• Schedule:Monday – Friday
• Location:Onsite. All positions are onsite.
• Address: Work Address will vary per agency with opportunities throughout the entire New York State within all 60 counties.
• Remote Work Availability:No remote work is available currently.
• Req Type:Part-Time

BENEFITS

We offer a competitive benefits package for full-time employees to include paid holidays, paid time off, medical and dental.

VECRA, Inc. is an equal opportunity and affirmative action employer. VECRA is committed to administering all employment and personnel actions on the basis of merit and free of discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability. VECRA maintains a drug‑free workplace and performs pre‑employment substance abuse testing and background checks, where permitted by law.