Executive Assistant

Summary: We are seeking an Executive Assistant to perform various office duties

Job Title: Executive Assistant

Location: New York, NY 10005

Target Work Schedule: Monday to Friday 9:00AM-5:00PM

Target Duration/End Date: August 2026

Description of Roles and Responsibilities:

· Provide a valuable source of new perspectives and potential optimization suggestions for improving the recruitment process

· Focus on implementing suggestions that are both practical and likely to deliver significant improvements

· Create a clear plan for implementing the chosen suggestion, including timelines and responsibilities

· Conduct interviews for temporary employees

· Coordinate interviews for potential hires

· Assist with the recruitment and onboarding of new employees by submitting all technical requests to IT and ordering necessary equipment such as desk phones, laptops, and nameplates for new hires

· Complete all administrative tasks required for year-round intern hiring process. The process includes scheduling interviews, sending correspondence, uploading documents to RMS, completing appointment forms, and other tasks

· Supervise clerical staff. Assign work; identify and address performance issues; communicate performance issues to supervisees with reports that provide feedback; develop performance improvement plans as needed

· Supervise mail review, sorting, and distribution to the assigned Assistant Attorney General

· Supervise clerical staff assisting with mailings. Assist with mail mergers as needed

· Serve as Bureau's point of contact for the agency for major projects or other agency-wide communications

· Request court reporter/videographer using Veritext

· Coordinate translation and interpretation services

· Report on all service issues for six (6) office printers. Receive ordered parts and replace them

· Serve as the point person for the receipt and distribution of Class Action Fairness Act notices, Labor Law Section 215 notices, and other notices sent by the public to the Labor Bureau

· Coordinate room reservations for meetings and subpoena hearings

· Ensure that all visitors are added to the security list for office clearance

· Communicate with the public and other parts of OAG to resolve issues with mail or court documents

· Maintain and update Bureau SharePoint which includes posting calendars, AODs, organization charts, directory, and Labor Bureau Press releases

· Create and modify documents using Microsoft Office, Adobe Pro, and other programs

· Post Labor Bureau AODs to office’s public website and shared folder

· Manage non-compete intakes and enter the information into NYMatters

· Handle phone intakes and input the details into NYMatters. Assign intakes as needed

· Provide administrative support to Bureau Chief and Deputy Bureau Chief such as scheduling meetings (examples include but are not limited to) i.e. new employee interviews, & subpoena hearings

· Prepare agendas for meetings

· Ensure that supervisors are reminded of the deadlines for performance evaluations for competitive employees

· Schedule all travel arrangements for Bureau Chief, Deputy Bureau Chief, Section Chiefs, AAGs, and administrative staff

· -Utilize the website to submit travel receipts and other documents for approval and reimbursement of travel cards

· Coordinate office equipment and administrative needs with IT and Administration

· Communicate administrative/building issues with Admin Op

· Utilize the PAM database to archive documents. Search for Archives in PAM and reach out to Records to confirm receipt of FOIL

· Archiving and filing closed case files and WC cases

· Attend meetings with the Admin Bureau contacts

· Coordinate with the Office Assistant to order supplies from the warehouse to maintain an adequate inventory

· Deliver and collect time-sensitive items from the print shop while managing the attorney's office, mailroom, and other departments within the Office of the Attorney General

· Prepare cover letters, fax cover sheets, and envelopes for mailing attorney correspondence

· Draft office policies and procedures for the handling and distribution of mail and faxes

Mandatory/Minimum Qualification, Skills, Experience Requirements:

Bachelor’s degree preferred. Experience working directly for a person in an executive position as an administrative assistant preferred

Qualification, Skills, Experience Requirements:

· Excellent verbal communication, writing, and interpersonal skills

· Ability to shift between working independently and setting internal goals, to working closely with a small team

· Must have good time management skills

· Detail-oriented, organized

· Able to catch errors/inconsistent/ incomplete work, proofread work

· Able to manage a large volume of electronic files without commingling files

· Must be able to work quickly and accurately

· Able to follow office policy and procedure

· Analytic and critical thinking skills

· Able to rename PDF files, drag and drop files in folders, copy and paste files into folders, create folders, edit template emails, double checks work, ask questions when clarification is needed

· Must be proficient in Microsoft 365, Microsoft Word, Microsoft Excel, and Microsoft Outlook

· Using Zoom, Microsoft Teams, WebEx and other platforms for providing virtual services

Desirables:

· Relevant work experience as either an office manager or administrative assistant demonstrating the ability to handle a range of administrative and clerical duties/responsibilities

· Proactive with the ability to self-troubleshoot and self-manage multiple deadlines and competing priorities; customer-focused with the proven ability to work independently and collaboratively in a team setting

· Sound judgment with experience handling sensitive and confidential information and documents

· Previous work experience in a law office and knowledge of legal document preparation and court filings are desirable

(Resume must stand alone in demonstrating qualifications and experience)

Other Notes:

1. Resume must stand alone in demonstrating qualifications and experience

2. Please take a moment to review the job details, including qualification requirements, location, duration, and pay rate, before you apply

3. Please complete the screening questions for your application or include a cover letter with more information for us and the hiring team to consider

4. We encourage you to complete the Skills Tests to demonstrate your skills

5. Where required, consider submitting proof of licensure with your application

6. Where applicable, consider including samples or examples of your work that demonstrate your capabilities with your application

7. Where relevant, please include your LinkedIn page, at least 3 professional references, a copy of your diploma or other proof of licensure/professional certifications, and your USC / GC / H4 / H1B. We do not accept C2C applicants without this information

8. Your application must have your full legal name and current contact information

9. There may be cases where the hiring team requires two or more professional references with application

10. We partner with companies to offer and deliver projects and solutions to our clients Some positions may be hired through our partners

(Ref#:081RY)

Why work with us:

At Donia, we foster a culture of growth. We recognize that everyone brings unique skills and experiences to their work and that the company is better for such diversity. We encourage you to pursue your interest and grow within the company. We promote from within because we value and reward contributions

About us:

We are a Business Management Consulting, Staff Augmentation and Workforce Solutions firm

Our founder is an engineer and seasoned business management consultant. The values of precision, quality, and reliability are embodied in all our work

We aim to delight our clients through the high quality of our service. So much so, that almost all our contracts are through Word of mouth and referrals. Because for over fifteen years, we have worked with Non-profits, City, State, and Federal Agencies – strategizing and putting together specialized teams that can tackle any project

Donia's team of collaborative solution-finders will meet you where you are and build the system that will get you to your goals. Let us know how we can use our Business Consulting and Staff Augmentation and Workforce Solutions expertise to help you

About our Benefits Program

All Donia LLC full-time staff have access to our benefits program. Features include but not limited to:

· Health insurance

· Dental Insurance

· Vision Insurance

· Paid Time Off

· Disability

· Life insurance

Donia LLC is an equal opportunity employer

Job Types: Full-time, Contract, Temporary

Pay: $31.00 - $38.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Did you review and are okay with the job details - including qualification requirements, location (including In-Person as applicable), duration, and pay rate W2 ?

Ability to Commute:

• New York, NY 10005 (Required)

Work Location: In person

Salary : $31 - $38