Executive Assistant to Director of State Operations Job at New York State Execut

Title: Executive Assistant to the Director of State Operations

Salary: $75,000-$85,000

About the job

As a member of the Executive Chamber, the Executive Assistant provides professional, confidential, and administrative support to the Director of State Operations & Infrastructure and their Chief of Staff. This position also coordinates with more than 60 State Operations team members, and more than 70 agencies and authorities that report to the Director. This position requires management of a complex, constantly changing schedule, and is ideal for someone who thrives in a fast-paced environment.

Responsibilities

• Act as the primary point of contact for the Director’s schedule.
• Manage calendar scheduling for meetings and appointments, and ensure efficiency and a proper workflow.
• Problem solve and proactively deconflict meetings for a constantly changing schedule.
• Prioritize time-sensitive requests, and adjust the schedule as necessary.
• Provide meeting updates and reminders in a timely fashion.
• Prepare for meetings by booking conference rooms, providing appropriate meeting information, materials, Zoom links, and ensuring guests are entered into the lobby system.
• Coordinate schedules with other executive assistants for senior staff, executive chamber staff, state agencies, state officials, and legislative personnel.
• Maintain contact information for external contacts such as state officials, legislative personnel, and stakeholders that meet with the Director.
• Maintain and update documents, internal contacts such as the State Operations team, and senior leadership of all agencies and authorities.
• Organize and print necessary documents for the Director and Chief of Staff, including meeting materials, daily schedules, and travel arrangements.
• Coordinate IT needs for large meetings, Zooms, and webinars.
• Set up for external meetings with any necessary arrangements, including tent cards, materials, etc.
• Coordinate guest arrival and follow Executive Chamber procedures for escorting guests arriving for meetings.
• Coordinate the Director and Chief of Staff’s IT needs, including computers, phones, and iPads.
• Plan and coordinate travel arrangements for the Director and Chief of Staff and ensure all state travel policies are followed, approvals are secured when required, and maintain all travel documents to reconcile in a timely manner.
• Manage, accurately document, and screen all incoming calls, email communications, and correspondence, and route to the appropriate parties to ensure timely responses.
• Oversee the Director’s correspondence, including signatures on internal control documents.
• Work with counsel on FOIL requests for the Director’s schedule.
• Maintain meeting requests for the Director and work with the Chief of Staff on approvals.
• Maintain and update the weekly location sheet for all state operations staff.
• Coordinate all state landmark lighting requests and respond to correspondence regarding requests; coordinate with the Chamber press team on lighting.
• In coordination with the Chief of Staff, plan and coordinate special events for the State Operations team, including all staff meetings.
• Proficiency in Microsoft Suite, Google Workspace, and Zoom.
• Additional assignments as assigned.

Qualifications

• Four or more years of experience in an administrative support role reporting directly to a senior official or C-suite manager.
• A bachelor's degree may be substituted for one year 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 Director and the Executive Chamber.