Administration Division Executive Assistant Job at Nystrs in Albany

Administration Division Executive Assistant

Department: Administration

Location: Albany, NY

Apply by: All applications must be submitted by 5:00 pm on Sunday, December 8th. Applications received after 5:00 pm will not be considered.

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.

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

Preferred Qualifications

• Must have a high level of professionalism, tact, and diplomacy

• Ability to act as an ambassador for the Division, representing them effectively in all interactions

• High proficiency in Microsoft Office Suite (Teams, Outlook, Excel, PowerPoint, Word, Planner)

• Ability to quickly learn and adapt to new software

• Highly organized, with the ability to manage multiple complex projects and timelines simultaneously

• Skilled in prioritizing tasks effectively, ensuring Administration-s time is allocated towards the highest-value activities

• Ability to anticipate needs, think critically, and offer proactive solutions to potential issues

• Able to work in a fast-paced environment with shifting priorities and tight deadlines

• Handles sensitive information with confidentiality and care

• Exceptional written and verbal communication skills; able to create polished presentations and reports

• Strong interpersonal skills to build relationships across teams

Work Modality

This position is subject to a hybrid work schedule.

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

Salary Grade

This position is a Grade 18.

Salary Range

$74,153 - $96,753

Job Type

Confidential

EEO STATEMENT

At NYSTRS, diversity, equity, and inclusion are integral to our mission of providing our members with a secure pension and exceptional customer service. We are committed to fostering an inclusive and equitable culture where all diversity is valued and recognized as a source of strength and enrichment across all operations.

NYSTRS is proud to provide equal opportunities to all employees and qualified applicants without regard to race, color, religion, creed, sex, gender expression or identity, national origin, age, ability and disability status, veteran status, marital status, pregnancy status, sexual orientation, citizenship, or any other legally protected class. We are committed to being a workplace that attracts, supports, and retains talented individuals from diverse backgrounds and experiences while championing equal opportunity across recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

All applications to NYSTRS should be done via our website (https://nystrs.hrmdirect.com/employment/job-openings.php?search=true&dept=-1&city=-1&state=-1) . NYSTRS will never ask you to submit private information via email or direct you to submit private information to another site as part of our recruitment process.