What are the responsibilities and job description for the Executive Assistant position at Executive Chamber of New York State?
Duties Description
-Provide administrative support to members of the Executive Chamber staff to ensure efficient and effective operations.
Act as the primary point of contact for the reporting principal.
-Manage complex calendar scheduling for meetings, appointments, and conference rooms, including distributing meeting materials, Zoom links, and timely updates and reminders to assigned principal(s). Proactively monitor calendars for changes and scheduling conflicts, resolving issues efficiently and appropriately.
-Serve as liaison between other Executive Chamber Staff, State agencies, State officials and legislative personnel.
-Maintain and update internal resources for the reporting principal.
-Manage and accurately document all incoming calls, email communications and correspondence. Ensure that all communications are routed to the appropriate parties for timely responses.
-Coordinate guest arrival and follow Executive Chamber procedures for escorting guest arriving for meetings.
-Efficiently use various software such as Microsoft Suite, Google Workspace, LATs and Zoom.
-Coordinate travel arrangements for the principal and ensure all state travel policies are followed and maintain all travel documents to reconcile in a timely manner.
-Manage and maintain paper and electronic filing systems.
-Perform additional duties and projects assigned.
This position requires 100% on-site attendance in Albany, NY.
Periodic night, weekend, or overtime work may be necessary to support operational needs.
Minimum Qualifications
This position requires a minimum of four years' experience in an administrative role reporting directly to upper management.
College study may be substituted for up to four years of the required experience.
Employment with the New York State Executive Chamber is contingent upon the successful completion of a comprehensive background investigation.
Additional Comments
The ideal candidate will possess excellent written and verbal communication skills, complemented by strong time management abilities and the capacity to organize and coordinate multiple concurrent projects effectively. As a flexible team player, you should be willing to adapt to changes and remain unafraid of new challenges. Additionally, the role requires the utmost discretion and the ability to maintain the confidentiality of information related to the Chamber and its employees.
Demonstrable working knowledge of Microsoft Office Suite, Google Workspace, and Zoom virtual meetings is required. The ideal candidate will also show aptitude for learning new office productivity software and systems.
Salary : $65,000 - $75,000