Review Vacancy
AgencyGeneral Services, Office of
TitleExecutive Assistant - VID 153773
Occupational CategoryOther Professional Careers
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $81792 to $102189 Annually
Minimum Qualifications Bachelors’ degree and three years’ experience in an administrative role.
Substitutions: an additional four years of experience supporting an executive OR an associate degree and two years of experience may substitute for bachelor’s degree.
Preferred Qualifications
• Public sector experience.
• Ability to take initiative, function independently, and exercise sound judgment.
• Ability to collaborate, work well in a team environment, and establish internal and external relationships.
• Ability to prioritize multiple issues in a fast-paced environment.
• Thorough attention to detail and accuracy.
• Excellent oral and written communication skills.
• Excellent analytical, organizational, and record-keeping skills.
• Proficiency in major Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Sharepoint).
• High level of discretion in handling sensitive matters.
Duties Description The Executive Assistant will coordinate all of the Commissioner’s administrative activities, provide support to OGS Executive staff, and will have frequent contact with administrative staff inside and outside of the organization. The incumbent will have daily access to highly confidential information and files.
Duties include but are not limited to:
• Manage the administrative activities of the Commissioner’s office, including reviewing sensitive, confidential information in an appropriate and professional manner.
• Maintain schedule and ensure that schedule is kept. Vet meeting requests. Coordinate meetings, calls and events, in collaboration with other administrative support staff, as appropriate. Ensure appropriate materials are prepared in advance of meetings.
• Provide logistics and advance support. Coordinate vetting of external events and prepare briefing materials.
• Answer telephone, make calls, and greet visitors professionally.
• Coordinate travel, including preparation of expense reports. Arrange conferences, and staff engagement activities.
• Track all external correspondence to the Office of the Commissioner, routing to appropriate units and ensuring timely response. Draft responses and edits messages on behalf of the Commissioner and executive leadership, as needed.
• Manage and track sign-off process for reports, briefings, presentations, policy documents, correspondence, and public-facing communications.
• Maintain list of action items.
• Prioritize and manage multiple responsibilities simultaneously, while following through on issues in a timely manner.
• Liaise administrative matters between the Commissioner and other State agency executives and managerial staff.
• Build and maintain successful working relationships and coordination with a wide range of offices, staff, and stakeholders, both internal and external.
• Manage special projects on behalf of the Commissioner.
• As needed, provide event management and advance support for Commissioner at events.
• Perform other duties as assigned.
Additional Comments The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.
For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.
NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.
Hours will be discussed at time of interview.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@ogs.ny.gov
Address
Street NYS Office of General Services, HRM
31st Floor Corning Tower, Empire State Plaza
Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.