Executive Secretary – Onsite NY: Calendar & Admin Pro

VECRA Inc; New York (NY); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Paid holidays

Paid time off

Medical benefits

Dental benefits

Job summary

VECRA Inc. is seeking a full-time Executive Secretary to provide office and administrative support onsite in New York. The role operates Monday through Friday with hours determined by department needs.

This on-site position requires coordinating calendars, preparing reports, and supporting travel and meeting logistics. The ideal candidate will have a high school diploma, at least two years of professional office experience, and strong MS Office and communication skills.

Qualifications

• High school diploma or equivalent.
• Two years minimum experience in a professional office setting.
• Proficiency with Microsoft Office applications, especially Outlook, Word, Excel, Teams, and shared calendars.
• Experience supporting day-to-day office operations including supplies, equipment, and document management.
• Ability to enter data into and extract data from electronic databases.
• Ability to work independently and in a team with diverse personalities.
• Ability to handle multiple shifting priorities.
• Strong written and verbal communication skills.

Responsibilities

• Work closely with onsite staff and managers to ensure contract deliverables meet VECRA standards.
• Manage staff calendars on a day-to-day basis.
• Format and prepare reports and presentation materials.
• Maintain electronic and hard copy files, logs, and tracking systems.
• Arrange travel and prepare related paperwork.
• Schedule in-person and virtual meetings and conference calls.
• Compile, prioritize and distribute mail.
• Maintain inventory of supplies and place orders as needed.
• Answer and route phone calls to appropriate parties.
• Take on additional assignments as needed.

Skills

Microsoft Office

Communication

Calendar management

Data entry

Teamwork

Multitasking

Confidentiality

Education

High school diploma

Two-year office experience

Tools

Microsoft Outlook

Word

Excel

Teams

WebEx

Zoom

Job description

VECRA Inc. is seeking a full-time Executive Secretary to provide office and administrative support onsite in New York. The role operates Monday through Friday with hours determined by department needs.

This on-site position requires coordinating calendars, preparing reports, and supporting travel and meeting logistics. The ideal candidate will have a high school diploma, at least two years of professional office experience, and strong MS Office and communication skills.