Administrative Assistant (Executive Assistant to Executive Division) - VID 221589

Duties Description About the Role

The Executive Assistant will support the activities of the Executive Division, primarily focusing on the Division of Administration and Division of Shared Services. Candidate must possess excellent organization, communication, problem solving, attention to detail, and computer skills; demonstrate exemplary customer service, take initiative and work independently. The candidate must be able to work well with others in a fast-paced environment with constantly changing priorities. This will include frequent contact with representatives at all levels.

The Division of Administration provides essential strategic human resources, financial administration, and diversity, equity, inclusion, and accessibility (DEIA) functions for OGS and its hosted agencies. The Division of Shared Services oversees centralized services, such as the Business Services Center which processes transactions for state agencies, the Procurement Services Group which administers over 1,500 centralized contracts for New York State, and the Media Services Cener which is a full-service communications and digital solutions provider for agency clients.

Specific duties of this role will include, but not be limited to, the following:

• Responsible for Executive phone lines, and webmaster inquiries when assigned.
• Receive and screen telephone inquiries from internal OGS staff, state government officials, the media, and the public; Respond directly to inquiries or refer to appropriate staff as necessary.
• Serve as primary ITS and HR liaison for the Executive Division.
• Perform screenings for Executive Division hiring.
• Monitor legislative activity relevant to the agency’s priorities (i.e. public hearings and committee rosters/meetings/agendas).
• Manage news outlets subscriptions.
• Maintain statewide media contact lists and provide initial responses to media inquiries.
• Organize and assist with press conferences and special events (may require travel).
• Coordinate meetings, travel, conferences and organization-wide activities.
• Prepare correspondence for the signature of Executive staff, including formatting and writing correspondence and coordinating information with other OGS staff.
• Perform office support activities (e.g. scanning, photocopying, and other related tasks).
• Coordinate the process for reviewing and approving documents, ensuring timely signoffs and materials travel through appropriate approval chains.
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• Draft briefing documents for Executives for public facing events.
• Edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• Monitor ongoing projects, programs, activities of interest and concern.
• Liaison administrative matters between Executives and other Executives and managerial staff.
• Coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to Executive level staff.
• Greet visitors to the Executive Office.
• Organize and set the priorities of work to be accomplished on a daily or weekly basis.
• Work with and provide back-up to other Executive Assistants when needed/requested.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Perform other duties and special projects as required.

Minimum Qualifications At least 6 years of progressively responsible experience in an administrative setting. Public sector experience and experience in an executive office is preferred. College study may substitute on a year-for-year basis for up to four years of experience.

Preferred Qualifications:

• Ability to work well in a team environment and manage multiple projects.
• Excellent written and verbal communication skills, ability to distill complex concepts quickly, clearly, and concisely for a variety of audiences.
• Ability to work under tight deadlines.
• Excellent research, analysis, information organization, and record-keeping skills.
• Thorough attention to detail and accuracy.
• Knowledge and experience working in government or administrative fields.
• Proficiency in major Microsoft Office applications (Outlook, Word, Excel, PowerPoint, SharePoint).
• Familiarity with New York State and the agency’s portfolio.

NOTE: IN ORDER TO AWARD THE PROPER CRE…