Executive Assistant

Incumbents provide professional, confidential, and administrative assistance and support to principals in the Executive Chamber. Executive Assistants provide support of medium/moderate scope and complexity to principals

Responsibilities

• Manage calendar scheduling for meetings, appointments, and conference rooms. Including providing appropriate meeting information, materials, Zoom links, providing meeting updates and reminders in a timely fashion to the principal(s). Monitor calendars for scheduling changes and conflicts and resolving in an appropriate manner.
• Provide administrative support to members of the Executive Chamber staff to ensure efficient and effective operations.
• Act as primary point of contact for the reporting principal.
• Maintains liaison with other Executive Chamber Staff, State agencies, State officials and legislative personnel.
• Maintain internal resources for the reporting principal.
• Manage, accurately document and screen all incoming calls, email communications and correspondence and route to the appropriate parties to ensure 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, SFS, LATs and Zoom.
• Coordinate travel arrangements for the principal and ensure all state travel policies are followed, approvals are secured when required and maintain all travel documents to reconcile in a timely manner.
• Utilize office equipment and manage office supplies.
• Manage and maintain paper and electronic filing systems.
• Additional assignments as assigned.

Qualifications

• Four or more years of experience in an administrative role reporting directly to upper management.
• College study may be substituted for up to four years of the required experience.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

NYS Executive Chamber is an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic groups, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to consider reasonable and religious accommodations during the hiring process, please send your request to EmployeeRelations@exec.ny.gov.