Review Vacancy
TitleProject Coordinator - Executive Assistant
Occupational CategoryAdministrative or General Management
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $32.64 to $32.64 Hourly
Jurisdictional Class "Other" (generally Military Law positions)
Duties Description The New York State Department of Labor’s Executive office is seeking a proactive, detail-oriented Executive Assistant to join our fast-paced, high-volume office. The Executive Assistant will provide high-level administrative support to senior executives, and work closely with New York State offices, and external partners. This role requires exceptional organizational skills, sound judgment, and the ability to manage complex and sensitive matters with discretion. The Executive Assistant will be a central point of coordination for key operational, administrative, and communication functions and will ensure seamless day-to-day support to leadership and teams.
We’re looking for someone who thrives in a collaborative environment and enjoys working with many personalities and priorities. The ideal candidate is organized, self-motivated, adaptable, and able to juggle multiple projects with competing deadlines. If you’re someone who brings structure to chaos, communicates clearly, and always steps up to help where needed—you’ll fit right in.
Key Responsibilities:
• Provide executive-level administrative support to senior executives.
• Manage complex calendars, schedule meetings, coordinate daily activities, and anticipate scheduling needs for senior executives.
• Oversee executive inboxes, flag high-priority emails, and ensure timely responses and follow up.
• Ensure meetings are properly set up in advance and free of technology issues; troubleshoot or escalate as needed.
• Set up and coordinate lunches, dinners, and other engagements for the executives as requested.
• Serve as the primary point of contact for internal staff and external stakeholders requiring access to the executives.
• Coordinate interviews and onboarding/offboarding processes, including ensuring equipment and workspace readiness for staff.
• Submit and manage requests through the State Financial System (SFS) and track associated documentation.
• Arrange executive travel, including transportation and lodging bookings; reconcile travel charges and maintain accurate documentation for executive travel.
• Run and distribute reports as needed to support executive and operational functions.
• Log all incoming and outgoing mail & events in Salesforce to maintain accurate tracking and communication records.
• Answer incoming phone calls to the executive suite and route accordingly.
• Set up conference calls and virtual meetings for executives, ensuring platforms are functional and participants are prepared.
• Track, route, and ensure timely signature and return of documents requiring executive attention.
• Manage multiple priorities and projects simultaneously with a high degree of accuracy and professionalism.
• Manage kitchen and coffee supplies, ensuring inventory is stocked and the space remains clean and organized.
• Order supplies and reconcile P-card transactions in compliance with agency policies.
• Review and approve staff timesheets for accuracy and timely submission.
• Coordinate and manage the NYC parking placard process.
• Take initiative and adapt to changing priorities to support the executive team and organizational goals.
Minimum Qualifications A minimum of Four (4) years of administrative experience* supporting senior or executive level staff; or support experience which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.
*Certification (e.g, IAAP Certified Administrative Professional) substitutes for two years of experience.
OR
An associates degree or higher and at least two (2) years of administrative support experience* preferably supporting senior or executive level staff; or support experience which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.
*Substitutions: J.D. or master's degree may substitute for one year of specialized experience.
Preferred Qualifications:
• At least Five (5) years of administrative support experience, preferably supporting senior or executive level staff.
• Proven experience in an administrative or executive assistant role.
• Exceptional attention to detail, organizational and time management skills.
• Ability to manage multiple priorities and deadlines with a calm, solutions-oriented approach.
• Ability to handle sensitive and confidential information with discretion, professionalism and sound judgement.
• Ability to work independently with minimal supervision, exercising sound judgement and proactive problem-solving.
• Strong interpersonal skills with a friendly and professional demeanor.
• Demonstrated reliability, discretion, and a proactive attitude.
• Tech-savvy with proficiency in Microsoft Office Suite, Outlook and Teams.
• Excellent written and verbal communication skills.
• Team player with a willingness to go above and beyond to assist where needed.
• Ability to initiate and maintain relationships across a diverse set of stakeholders.
Additional Comments Employment at the Department of Labor is contingent upon the maintenance of a valid work authorization and necessary documentation to work legally in the United States.
We offer a comprehensive benefits package, including:
• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
• Choice of several affordable and competitive health insurance plans
• Dental and vision insurance plans at no additional cost
• Membership in the NYS Employee’s Retirement System
• NYS Deferred Compensation Investment Plan
• Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees)
• Eligibility to apply for tuition reimbursement for qualifying employees and courses
• Paid Parental Leave
Our mission is to provide outstanding services to our customers—the workers and business that call New York home. We help New Yorkers find careers they will love. We build and support New York’s businesses. We empower and protect New York’s workers. To learn more about our mission and the exciting work of the DOL, please visit: https://dol.ny.gov/about-us
DOL is committed to fostering employee engagement and work-life balance. We offer telecommuting and alternative work schedules to eligible employees. Eligible employees may be approved to telecommute, if operationally feasible, up to 2 days per regular work-week, and not to exceed 4 days per two-week pay period. Telecommuting can be discussed at the time of interview. Our exciting training and development opportunities, including Coursera and our formal Employee Recognition Program allow us to develop, recognize, and celebrate our workforce.
Please note that specific benefits and programs may vary based on negotiating unit, current contract, length of State service, and program area.
Some positions may require additional credentials or a background check to verify your identity.
Fax EFax:5184742871@fax.ny.gov
Email Address YourDOLJourneyIsHere@labor.ny.gov
Address
Street Department of Labor/Personnel
Harriman State Campus Bldg 12 Rm 561
Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Labor.
https://on.ny.gov/apply2dol
Vacancy ID: 210379
Title: Project Coordinator - Executive Assistant
Location: Albany
Please submit a resume and cover letter demonstrating how you meet the minimum qualifications, including specific experience with dates. It is essential to clearly describe qualifying education and experience when applying; vague or incomplete information may lead to disqualification.
Unofficial transcripts and/or other documents will be required for certain positions as indicated in the minimum qualifications.
All documents must be received by: March 13, 2026.
Upload all documents as unlocked and accessible files.
If experiencing difficulties with the above link, please contact:
YourDOLJourneyisHere@labor.ny.gov
Candidates from diverse backgrounds are encouraged to apply. Department of Labor is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.
NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.
If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please contact: Department of Labor, Attn: Director, Office of Diversity, Equity, Inclusion and Access (ODEIA), Building 12, Albany, NY 12226 (Phone (518) 457-1984 and/or fax (518) 485-2575.)