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Executive Secretary

New York, NY 10004

Posted: 02/23/2023 Industry: Office Professionals Job Number: 23-00213

Job Description

We are looking for a responsible secretary to perform a variety of administrative and clerical tasks.

  • Executive level scheduling of meetings (in-person and virtual), calls and conferences.
  • Manages ongoing communications with external stakeholders and Department staff, ensuring prompt responses and scheduling and preparation of relevant meetings and communications.
  • Prepare and edit material for Executive Staff for meetings, briefings, testimony, conferences and presentations, requiring interaction with multiple stakeholders and organizational skills.
  • Assist staff in the coordination of various activities, projects and programs among the Department's Executive Office, other Divisions of the Department, other state stakeholders and regulated institutions.
  • Research and provide oral or written reports on issues, topics and events that are of interest to the division or business unit.
  • Review correspondence between external parties and elevates relevant correspondence when necessary; drafts responses to correspondence as assigned by Executive Staff or to general correspondence not within the jurisdiction of any of the operational or other Divisions within the Department.
  • Schedule travel arrangements and prepares expense reports for Executive Staff.
  • Answer telephone, makes calls, and greets visitors (when in-person meetings are scheduled) promptly and professionally, ensuring that schedules are kept, and stakeholders' inquiries are promptly responded to.
  • Performs other duties as assigned.

Qualifications Requirements:

  • High level executive support, scheduling and coordination experience.
  • Highly organized and careful worker, highly self-motivated and capable of prioritizing and managing multiple tasks.
  • High level of discretion handling confidential matters.
  • Ability to manage competing priorities while maintaining a high level of attention to detail.
  • Word processing skills/abilities are a mandatory component of the assignment.
  • Computer proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, etc. is required.
  • Knowledge of Webex and PowerPoint is expected.
  • Strong familiarity with other computer systems, such as SFS (e.g., PRs, Travel Expense Reports), etc., is desirable.
  • Previous understanding of Concur is a plus.
  • Must possess Bachelor's degree and 5 years of C-Suite Executive Assistant Experience.


  • Health Insurance
  • Sick Time
  • 401k

1 State Street, New York, NY 10004 

Duration: approximately 2 years
Apply by deadline: 3/22/2023

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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.

Meet Your Recruiter

Princess Caparroso

Princess joined HEPCO’s recruiting team in June 2022 and has a year of experience in the recruiting industry. As a recruiter, Princess enjoys developing skills like communication, critical thinking, and organization skills to aid in her professional growth. Her hobbies include traveling, hiking, surfing, and free diving.  

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