Executive Assistant Job at City of New York in New York

Job Description The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the North America, with nearly 6,000 employees. The Bureau of Wastewater Treatment (BWT) is responsible for the operation and maintenance of all facilities related to the treatment and pumping of sewage and stormwater within NYCs five boroughs. This includes 14wastewater treatment plants, 6 sludge dewatering facilities, collections facilities (96 pumping stations, 4 combined sewer overflow retention facilities, regulators, tide gates, etc.), wastewater laboratories and harbor vessels. The Deputy Commissioner of the Bureau of Wastewater Treatment seeks an Executive Assistant who excels in communication, attention to detail and multitasking in a high paced environment. Utilizing discretion and sensitivity, the Executive Assistants responsibilities will include: - Executive level administrative support to the Deputy Commissioner, Chief of Staff, and Bureau Senior Leadership Team (SLT). - Heavy and complex managing of the Deputy Commissioners weekly schedule including providing logistics for location, travel time and attendance by supporting SLT members. - Set up meetings and manage/reschedule shifting priorities effectively. - Serve as a point of contact between the Deputy Commissioner and Bureau Travel/Training Office to ensure smooth logistics for travel and participation in conferences, trainings, and workshops. - Liaise with counterpart executive assistants and administrative personnel to facilitate inter-bureau communication. - Coordinate, collect, and organize agenda items for meetings. Ensure materials are available for the Deputy Commissioners review prior to scheduled meetings. - As directed by the Deputy Commissioner and Chief of Staff, disseminate necessary (and often time sensitive) information to bureau staff. - Maintain a general knowledge of Bureau operations to request information from, and direct inquiries to, appropriate section/location personnel; requests for information are communicated clearly and effectively. - Under direction, create spreadsheets, draft letters and memoranda using Microsoft software. The Executive Assistant will proofread for accuracy, grammar, formatting, and typographical errors; route, track, distribute, and file final signed documents. - Perform ad hoc assignments and special projects as necessary. - Assist the Deputy Chief of Staff in scheduling tours of bureau facilities, and organizing site visits/events for senior leadership. - Support the completion of Mayoral, Agency, and Bureau reports. - Coordinate updates to the Bureau SharePoint site; ensure information is reviewed, updated, and posted in a timely fashion. - Generally, meet predetermined deadlines for coordinating activities (reports, meetings, workshops, training, etc.). - Utilize administrative systems and processes to track commitments and ensure completion milestones. - Improve and maintain executive office file storage/management and administrative business processes. Qualifications 1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above. Additional Information The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.