Executive Assistant to the Deputy Commissioner

The New York City Department of Health and Mental Hygiene, a world-renowned public health agency with a history of building transformative public health programming and infrastructure, innovating in science and scholarship to advance public health knowledge, and responding to urgent public health crises from New York City’s yellow fever outbreak in 1822 to the COVID-19 pandemic we are a hub for public health innovation, expertise, and programs, and services. We serve as the population health strategist, and policy, and planning authority for the City of New York, while also having a vast impact on national and international public policy, including programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and racial and social justice work, among others.

Duties will include but not be limited to:

Manage all aspects of the Deputy Commissioner calendar including scheduling meetings with internal and external partners via outlook, Teams, Webex or Zoom
Serve as division’s liaison for the Correspondence Tracking System for reporting The Mayor’s Management Report
Respond to phone calls and emails regarding scheduling and meeting request
Arrange transportation and travel logistics
Ensure effective communication across Bureau leadership and external partners
Collaborate with staff across the Bureaus and maintain relationships with peers and partnering agencies
Compile and organize daily meeting binders with relevant documents
Coordinate the document review process by submitting and tracking approvals in TEAMS and ensuring document approvals are received by Assistant Commissioners in a timely manner
Respond timely to incoming correspondence, ensuring agency targets are met
Communicate with bureau liaisons and the Mayor’s Office regarding Correspondence Tracking System (CTS) status and updates
Assist with office management task, including supplies, mail deliveries and IT service desk request
Handle travel arrangements and submit travel reimbursements
Field telephone calls, take messages and follow-up as needed
Maintain sensitivity to confidential matters
Perform special administrative task and projects to support Divisional goal
Ensure assignments are complete promptly and meet established deadlines

PERFERRED SKILLS:

-Prior experience in executive-level administrative roles, preferably in government or large organizations
-Ability to manage complex calendars, coordinate schedules, and prioritize task effectively
-Proficient in written and verbal communication to interact with internal and external stakeholders professionally
-Ability to ensure clear and timely communication to interact with internal and external stakeholders professionally
-Advanced knowledge of Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
-Familiarity with virtual meeting platforms such as Webex, Zoom and Teams
-Experience using document tracking and approval systems
-Ability to compile accurate meeting materials, track correspondence, and ensure timely approvals
-proven ability to meet deadlines and manage multiple priorities in a fast-paced environment
-Resourceful in resolving scheduling conflicts, coordinating logistics and addressing administrative challenges
-Strong ability to build and maintain relationships with leadership, peers and external partners
-Sensitivity to handle confidential matters and always maintaining professionalism
-Flexibility t handle special projects and administrative task as needed

Why you should work for us:

• Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website (https://studentaid.gov/pslf/)
• Benefits: City employees are entitled to unmatched benefits such as:
  o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
  o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
  o a public sector defined benefit pension plan with steady monthly payments in retirement.
  o a tax-deferred savings program and
  o a robust Worksite Wellness …