StateJobsNY is hiring: Administration Division Executive Assistant in Albany

Minimum Qualifications

Bachelor's degree and two years' experience supporting an executive level position, OR
Associate's degree and four years' experience supporting an executive level position, OR
Graduation from high school or possession of a high school equivalency diploma and six years' experience supporting an executive level position

Duties Description Job Duties

The duties of the Administration Division Executive Assistant include, but will not be limited to, the following:

Proactively anticipate needs to support a variety of administrative functions in a time sensitive, accurate, and confidential nature using discretion and tact
Manage and maintain the Managing Director and Deputy Managing Directors' daily calendars, including scheduling meetings, appointments, and travel arrangements, with an understanding of priorities and ongoing projects, optimizing time efficiency
Manage and prioritize tasks; keeping Administration staff advised of time-sensitive and issues, ensuring deadlines are met, and work is completed to a high standard
Organize and manage executive level meetings, including preparing materials, creating agendas, distributing materials, documenting minutes for meetings, and following up on action items as appropriate
Work with Managing Director and Deputy Managing Director to ensure they are adequately briefed and prepared for meetings, including providing background information that may be assembled from others
Draft, edit, and review communications such as emails, presentations, and reports
Organize and maintain email, notes and other correspondence
Independently respond to verbal and email inquiries, routing them to the appropriate staff and following up to ensure that open inquiries are assigned and addressed
Maintain all aspects of the division's financial responsibilities, including budget preparation and monitoring, contract management and vendor invoice payments and follow-up
Assist in the coordination of strategic initiatives and special projects led by the Managing Director and Deputy Managing Director, plan and coordinate team meetings, and other Administration events and activities as needed
Collaborate effectively across departments to support the execution of organizational priorities and initiatives
Handle sensitive information with the highest level of confidentiality and professionalism

Additional Comments Position Summary

The Administration Division Executive Assistant will provide high-level administrative support to the Managing Director of Administration and Deputy Managing Director of Administration. This position also works as an integral member of the Administration Division working closely with the department directors. This role demands exceptional organizational skills, discretion, commitment and the ability to manage complex schedules, communications and projects. The Administration Division Executive Assistant should also be a self-starter who acts independently, directs their own work, and handles diverse tasks quickly and accurately within a fast-paced office environment. The ideal candidate will have experience in supporting senior level executives.

Please note: You must submit an application directly to the posting on our applicant portal. The link to the portal is: https://www.nystrs.org/careers/job-opportunities/
Resumes will not be accepted if emailed.

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

Name Human Resources

Telephone 5184472906

Fax

Email Address recruitment@nystrs.org

Address

Street 10 Corporate Woods Drive

City Albany

State NY

Zip Code 12061

Notes on Applying Please note: You must submit an application directly to the posting on our applicant portal. The link to the portal is: https://www.nystrs.org/careers/job-opportunities/
Resumes will not be accepted if emailed.