Job Description
We are seeking an experienced Executive Secretary to provide high-level administrative support to multiple senior executives and ensure smooth daily operations. Proofread and review all outgoing correspondence to ensure compliance with policies and procedures Coordinate Freedom of Information Law requests, including researching, drafting responses, obtaining approvals, and tracking assignments Manage executive correspondence, including drafting responses, tracking assignments, proofreading submissions, and reporting progress Coordinate responses from program mailboxes by conducting research and proofreading for accuracy Schedule and coordinate meetings for senior leadership, prepare agendas, take minutes, and disseminate information Support procurement of temporary personnel services: screen candidates, schedule interviews, collect references and background checks, assist with onboarding, and track timecards Coordinate operational needs with the fiscal unit for offices statewide Ensure compliance with vouchering and travel-related needs for board members Assist with board member recruitment, annual meetings, note-taking, and information dissemination Coordinate annual training sessions including securing venues, working with vendors, and preparing instructional materials Minimum Qualifications Prior administrative or secretarial experience supporting multiple senior-level executives Strong problem-solving and research skills Excellent organizational skills with attention to detail, ability to multi-task, and meet deadlines Proficiency with Microsoft Office Suite, databases, and web-based applications Experience managing calendars, coordinating meetings, note-taking, preparing expense reports, making travel arrangements, and communicating with internal and external stakeholders Experience with office operations including program support, personnel coordination, and fiscal services Preferred Qualifications Experience with the medical conduct process Familiarity with the Statewide Financial System (SFS) Experience with SharePoint Experience in purchasing, receipting, and tracking fiscal expenses Background in supervising and/or training staff Experience supporting staff procurement and recruitment processes Degree in business administration, management, or a related field Benefits: Health Insurance Sick Time 401k Location: 150 Broadway, Albany, NY 12204 Duration: apprxomiately 2 years Apply by deadline: 10/16/2025 Shift Days/Times: M-F, 9:00 AM-5:00 PM Pay Range: $24.00 - $29.00 per hour (Depending on experience and qualifications) By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from HEPCO, Inc and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class.