Administrative Assistant (Executive Assistant to Executive Division) - VID 204827

Description

• Edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• Responsible for OGS main line, public information phone lines, webmaster inquiries when assigned.
• Perform office support activities (e.g. scanning, photocopying, and other related tasks).
• Coordinate the process for reviewing and approving documents, ensuring that signoffs happen timely and materials travel through appropriate approval chains.
• Coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to Executive level staff.
• Monitor ongoing projects, programs, activities of interest and concern.
• Liaison administrative matters between Executives and other Executives and managerial staff.
• Monitor legislative activity relevant to the agency’s priorities (i.e. public hearings and committee rosters/meetings/agendas).
• Manage news outlets subscriptions.
• Work with and provide back-up to other Executive Assistants when needed/requested.
• Prepare correspondence for the signature of Executive staff, including formatting and writing correspondence and coordinating information with other OGS staff.
• Coordinate meetings, travel, conferences and organization-wide activities.
• Receive and screen telephone inquiries from internal OGS staff, state government officials, the media, and the general public; Respond directly to inquiries or refer to appropriate staff as necessary.
• Organize and set the priorities of work to be accomplished on a daily or weekly basis.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Organize and assist with press conferences and special events (may require travel).
• Serve as primary ITS and HR liaison for the Executive Division.
• Perform screenings for Executive Division hiring.
• Greet visitors to the Executive Office.
• Maintain statewide media contact lists and provide initial responses to media inquiries.
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• Draft briefing documents for Executives for public facing events.

Requirements

• Excellent written and verbal communication skills, ability to distill complex concepts quickly, clearly, and concisely for a variety of audiences.
• Ability to work well in a team environment and manage multiple projects.
• Excellent research, analysis, information organization, and record-keeping skills.
• Thorough attention to detail and accuracy.
• Knowledge and experience working in government or administrative fields.
• Proficiency in major Microsoft Office applications (Outlook, Word, Excel, PowerPoint, SharePoint).
• Familiarity with New York State and the agency's portfolio.
• Ability to work under tight deadlines.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance