Executive Assistant - VID 195119

Description

Duties Description

Reporting to the Chief of Staff, the incumbent of this position will be responsible for high-level professional administrative duties in support of executive staff initiatives. This position will work closely with the executive leadership team, internal program managers, members of the public, and other external constituents.

• On behalf of the Chief of Staff delegate assignments to program staff, provide periodic status reports on such assignments, and ensure completion by deadline.
• Organize and attend high-level meetings with the Chief of Staff and/or executive staff, take minutes for those meetings, and submit minutes to Chief of Staff for approval before sharing with stakeholders.
• Assist the Chief of Staff and executive staff in organizing interviews for high-level positions ensuring prospective candidates are given all important information to have a favorable experience with the interview process.
• Review, clarify, and interpret policy proposals submitted by agency staff highlighting key points for review by the agency head or other executive staff.
• Serve as a liaison between executive and management staff at OCM and other State agencies.
• Research and assemble pertinent facts required by the executive staff to make decisions or reply to correspondence.
• Draft correspondence for Chief of Staff and executive staff’s signature.
• Review and edit responses to correspondence from staff for the agency head’s signature.
• Draft and/or review correspondence from executive staff and disseminate to OCM utilizing appropriate shared mailboxes, distribution lists, and bulletin boards, where appropriate.
• Summarize various reports, articles, and other documents for the Chief of Staff, agency head, or other executive staff.
• Coordinate attendance at meetings and events by the Chief of Staff or other executive staff.
• Participate in investigating complaints against agency from constituents and recommend appropriate action.
• Assist in issuing various documents that emanate from the Chief of Staff and other executive staff.
• May supervise professional and administrative and support staff.
• Perform other duties and special projects as required.
  
  

Qualifications

Minimum Qualifications

A bachelor’s degree and two years of relevant experience*.

• Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.
  
  

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Note

Additional Comments

• Travel may be required (approximately 10%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required, or otherwise demonstrate the capacity to meet the transportation needs of the job.
  
  

The Office of Cannabis Management (OCM) 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 OCM’s EEO/AA statement and benefits of joining OCM, please visit: About | Office of Cannabis Management (ny.gov).

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

Downstate: Location Pay of $4,000.