Executive Assistant

About the job

This position provides professional, confidential, and administrative support to principals in the Executive Chamber. The Executive Assistant provides a variety of duties of moderate scope and complexity, ensuring effective coordination and operational support for assigned principals

Responsibilities

• Provide administrative support to members of the Executive Chamber staff to ensure efficient and effective operations.
• Act as the primary point of contact for the reporting principal.
• Manage complex calendar scheduling for meetings, appointments, and conference rooms, including distributing meeting materials, Zoom links, and timely updates and reminders to assigned principal(s). Proactively monitor calendars for changes and scheduling conflicts, resolving issues efficiently and appropriately.
• Serve as liaison between other Executive Chamber Staff, State agencies, State officials, and legislative personnel.
• Maintain and update internal resources for the reporting principal.
• Manage and accurately document all incoming calls, email communications, and correspondence. Ensure that all communications are routed to the appropriate parties for timely responses.
• Coordinate guest arrival and follow Executive Chamber procedures for escorting guests arriving for meetings.
• Efficiently use various software such as Microsoft Suite, Google Workspace, LATs, and Zoom.
• Coordinate travel arrangements for the principal and ensure all state travel policies are followed, and maintain all travel documents to reconcile in a timely manner.
• Manage and maintain paper and electronic filing systems.
• Perform additional duties and projects assigned.

Qualifications

• Minimum of four years of experience in an administrative role reporting directly to upper management. An associate's degree and higher may be substituted for up to two 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.