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Review Vacancy

Date Posted 02/22/24

Applications Due03/12/24

Vacancy ID151800

AgencyInformation Technology Services, Office of

TitleSenior Executive Assistant (Special Assistant)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $81792 to $102189 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Swan Street Building, Core 4

Empire State Plaza

City Albany

StateNY

Zip Code12220

Minimum Qualifications Bachelor’s degree and three years of executive secretarial or administrative support experience, including at least one year of supervisory experience.
*Substitutions: four years of specialized experience or associate degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.
Preferred skills and experience:
• Highly organized and detail orientated;
• Excellent verbal and written skills;
• Highly professional in demeanor. Able to interface easily with people at all levels, including state executives;
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook;
• Knowledge of Microsoft Office 360 and SharePoint;
• Ability to multi-task;
• Supervisory Experience

Duties Description This position will oversee all Executive Assistant within the Chief Information Officer, while reporting directly to the Executive team within the Office of Information Technology Services (ITS). The incumbent will coordinate administrative activities, provide support to Executive level staff, and will have frequent contact with representatives at all levels, including: the Governor’s Office; Division of the Budget; State Legislature; and other State and Federal agencies. The incumbent will have daily access to highly confidential information and files. Duties include, but are not limited to:
• Act as the point of contact among executives, employees, clients, and other external partners;
• Support Executive suite expansion and assisting new Executive team members with agency processes, contacts, and general rules ensuring a smooth transition and corresponding increase in coordination;
• Manage public speaking engagements and coordinating Executive team PowerPoints, speeches, and other public speaking materials;
• Organize and set the priorities of work to be accomplished on a daily or weekly basis. This may involve working intensely with Executive level staff to clarify the work to be organized and produced, and schedule the use of meeting rooms and maintain the calendar for multiple ITS Executives;
• Manage sensitive, confidential information in an appropriate and professional manner;
• Prepare and/or edit reports, memos, letters, press releases and other documents using software related to word processing, spreadsheets, databases and presentations;
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned;
• Coordinate and monitor on-going projects, programs and activities of interest and concern to Executives, and maintain contact with program management to ensure the availability of accurate, up-to-date information and the completion of assignments by Executive Staff at the request of the CIO;
• Coordination of all meeting rooms to include: managing the reservations and organizing room set-up (tables, chairs, food, it, etc.) organized and coordinated domestic travel including flight tickets, agendas, itineraries, and presentations for members as needed;
• Function as the lead secretarial support for the ITS Executive Offices. This includes coordinating secretarial coverage and time off, drafting and reviewing secretarial workflow procedures for secretarial workload, and assisting in prioritizing workload in accordance with CIO’s priorities;
• Perform full range of supervisory experience.

Additional Comments Background check and fingerprinting are required.

Generous benefits package, worth 65% of salary, which includes:

• Choice of several low and competitive health insurance plans
• Dental & vision insurance at no additional cost
• Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• Thirteen (13) paid holidays annually
• Up to Thirteen (13) days of paid vacation leave annually
• Up to Five (5) days of paid personal leave annually
• Up to Eight (8) days of paid sick leave annually
• Up to Three (3) days of professional leave annually to participate in professional development
• Tuition reimbursement
• Training & development opportunities

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

Name Gina Patrizio

Telephone 518-473-0398

Fax 518-402-4924

Email Address PostingResponses@its.ny.gov

Address

Street Swan St. Bldg, Core 4

City Albany

State NY

Zip Code 12220

 

Notes on ApplyingTo apply, please submit a clear, concise resume and cover letter indicating that you are applying for Senior Executive Assistant, Ref #151800. In your cover letter, please clearly indicate how you meet the minimum qualifications for this position.

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