Executive Assistant

Duties Description Reporting directly to the executive leadership of the Division of Homeland Security and Emergency Services, the Executive Assistant provides high-level administrative and secretarial support to the executive team. The Executive Assistant coordinates all of the executive leadership’s administrative activities.

Duties include, but are not limited to:

• Provides comprehensive administrative support to the executive team.
• Provides professional phone coverage for the executive office; screens calls by ascertaining the nature of the inquiry, determining the appropriate disposition, and routing urgent matters directly to the necessary party.
• Organizes meetings, manages calendars, and distributes confidential meeting materials on behalf of DHSES executive leadership.
• Communicates information and work assignments from executive staff to program areas, and follows up on assignments to ensure timely completion.
• Manages, tracks, and archives confidential documents, communications, and records.
• Summarizes reports, articles, and other complex documents for executive staff.
• Collaborates with executive staff to prepare necessary materials and briefings ahead of meetings.
• Tracks and routes incoming and outgoing correspondence and email, alerts executive staff to critical deadlines, and provides necessary background or supporting documentation.
• Maintains secure electronic and hard-copy filing systems, ensuring strict confidentiality of all sensitive information.
• May supervise administrative and support staff within the executive office.
• Performs special projects as needed to assist the executive leadership in meeting the Division’s goals.

Minimum Qualifications Bachelor’s degree and three years of relevant experience*

• Relevant experience: experience directly supporting executive level leadership or comparable structures in an organization. Familiarity with government operations, legislative calendars, agency hierarchies, and public-facing communications preferred.

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.

Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.

The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.

In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics.

DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.

In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.

Some positions may require additional credentials or a background check to verify your identity.