Executive Secretary (Full-Time New York Statewide)

VECRA, Inc.; New York (NY); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Paid holidays

Paid time off

Medical and dental

Job summary

VECRA, Inc. is seeking a Full-Time Executive Secretary to provide office and administrative support across New York State; the on-site role supports VECRA’s Federal government, State, public sector, and commercial clients.

The position requires strong MS Office skills, calendar management, travel coordination, and effective communication; candidates should have at least two years in a professional office, with the ability to work independently and as part of a team.

Qualifications

• High school diploma or equivalent required.
• Minimum two years in a professional office setting.
• Proficiency with Microsoft Office, Outlook, Word, Excel, Teams.
• Experience with virtual meeting apps (WebEx, Zoom).

Responsibilities

• Coordinate calendars and schedule meetings with staff and clients.
• Prepare reports and presentation materials.
• Maintain electronic and hard copy files and logs.
• Arrange travel and related paperwork.
• Answer phones and route calls.
• Support day-to-day office operations and data entry.
• Assist with ad hoc projects.

Skills

MS Office

Outlook

Excel

Word

Teams

WebEx

Zoom

Communication

Data entry

Calendar management

Education

High school diploma

Two years experience in office

Tools

MS Office Suite

Electronic filing systems

Job description

VECRA is seeking Full-Time Executive Secretary

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

Company Description

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 executive secretary position will provide office and administrative support. The position is Full‑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 full‑time work is specified on each individual job.

ROLES And RESPONSIBILITIES

• Work closely with onsite staff and other managers to ensure contract deliverables are met and 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: Full‑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: Full‑Time

Benefits

• 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.