Executive Secretary (Full-Time New York Statewide)

vecrainc; New York (NY); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Paid holidays

Paid time off

Medical

Dental

Job summary

VECRA, Inc. is seeking a Full-Time Executive Secretary to support day-to-day administrative operations across New York State. This onsite role requires coordinating calendars, travel, files, and communications for multiple departments and clients in a fast-paced environment.

The position emphasizes reliability, strong communication, and the ability to work both independently and with a team. Full-time hours are Mon-Fri with location-dependent scheduling; remote work is not available currently.

Qualifications

• High school diploma or equivalent required.
• Two+ years in a professional office setting preferred.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams) and virtual meeting tools such as WebEx/Zoom.

Responsibilities

• Support day-to-day office operations and administrative tasks.
• Manage staff calendars and coordinate meetings.
• Prepare reports and presentation materials.
• Organize electronic and hard-copy files and logs.
• Arrange travel and related paperwork.
• Schedule in-person and virtual meetings and conference calls.
• Sort and distribute mail; manage supplies and inventory.
• Answer phones and route to appropriate parties.
• Assist with data entry and database reporting.

Skills

Strong communication

Independent & team work

Time management

Attention to detail

Professional demeanor

Education

High school diploma or equivalent

Two-year office experience

Tools

Microsoft Office

Outlook

Word

Excel

Teams

WebEx

Zoom

Job description

VECRA is seeking Full-Time Executive Secretary

VECRA, Inc. has requirements for Executive Secretary 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 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 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: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

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

• Paid holidays
• Paid time off
• Medical
• 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.