Review Vacancy
AgencyEmpire State Development, NYS
Occupational CategoryOther Professional Careers
Salary RangeFrom $47000 to $52000 Annually
Minimum Qualifications Education Level Required: Associate Degree. Extensive direct experience can substitute for degree requirement.
Equivalent Experience: Five years of administrative experience supporting executive management.
Skills Required: Strong written and oral communication skills are required. Must be detail oriented and highly organized with strong follow up skills. Must have ability to handle multiple changing priorities and effectively anticipate needs of management. Must be able to manage work proactively, efficiently and effectively, and with tenacity. Take charge of complex scheduling and travel arrangements. Highly proficient with Outlook, Excel, PowerPoint, and Word, as well as with CRM tools and databases. Excellent presentation preparation skills. Must be able to work well collaboratively and independently and must be energetic, with a pleasant demeanor and good sense of humor.
Duties Description BASIC FUNCTION:
Provide administrative support to the VP and Department Staff to facilitate the efficient and effective operation of the department and enhance operations of the department as needed. Works as part of the project team for Project Manager(s), as needed.
WORK PERFORMED:
· Screen and manage telephone calls in a professional and courteous manner, prioritization, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
· Handle all scheduling matters, confirm meetings, and conference calls, reserve meeting rooms, provide for building security clearance, ensure that external visitors are greeted and escorted into and out of the office, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and ensure all necessary materials are available prior to meeting.
· Maintain VP's calendar in connection to appointments, meetings, conference calls and trainings.
· Provide discreet handling of sensitive and confidential information.
· Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.
· Prepare expense reports for VP in a timely manner, ensuring all required supporting documentation is included.
· Receive, review, and submit payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage forms, tax exemption forms, petty cash, purchase requests.
· Create, organize, and maintain the filing system for records, correspondence, and other related materials. Review files periodically and screen for materials that can be disposed of according to file/document retention guidelines.
· Prepare draft memoranda, correspondence, reports, worksheets, etc. using Microsoft Office software products.
· Maintain assignment log and send reminders to meet project assignment deadlines.
· Handle document preparation, spreadsheets, and coordination for VP presentations as needed.
· Coordinate Department marketing and outreach events to promote programs. Work directly with Vice President on speaking events, marketing, and publicity. Ensure marketing collateral is distributed through various external stakeholders. Represent agency at events.
· Complete special projects as required.
Additional Comments Position expected to work onsite and/or remote consistent with NYS and ESD guidelines and needs.
Some positions may require additional credentials or a background check to verify your identity.
Name Jane Martinez, Talent and Acquisition Specialist – Human Resources Dept.
Email Address resumes@esd.ny.gov
Address
Notes on ApplyingExternal Candidates, to apply copy and paste URL in browser: https://bit.ly/3APr8cp
Internal Candidates: Please apply through ADP through the Myself/Talent menu
WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY