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Review Vacancy

Date Posted 12/08/22

Applications Due03/08/23

Vacancy ID118216

AgencyEmpire State Development, NYS

TitleExecutive Assistant, Finger Lakes Regional Office

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $50000 to $52000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County New York

Street Address 400 Andrews Street

City Rochester

StateNY

Zip Code14604

Minimum Qualifications Education: Associates Degree or Secretarial Business School graduate (or other relevant area.)

Equivalent Experience required: 5+ years’ administrative experience and working with senior executives.

Knowledge Required: Excellent calendar management and prep skills; Excellent organization, written and verbal communication skills and telephone skills required.
Excellent computer knowledge and skills: Microsoft Office-Proficiency with Excel, Word, PowerPoint &Access; Work successfully in a fast-paced environment. Discretion and good judgement are essential.

The successful candidate must have the ability to work independently.

Duties Description BASIC FUNCTION:
Assist the Vice President/Regional Director providing administrative and coordination support for regional office operations, projects and programs. Works as part of the project team for Project Manager/s as needed.


WORK PERFORMED:
Provide a wide range of administrative and secretarial duties to support day-to-day operations for the VP/Regional Director and regional office staff, including, but not limited to:

• Answer phones, take messages and direct calls and e-mails to appropriate parties; prioritize and immediately handle time-sensitive messages and requests.
• Respond to inquiries relating to the Finger Lakes Regional Council and Rochester Office, and to unsolicited inquiries from small businesses, start-up companies and others for program information and referral.
• Create, organize and maintain records, correspondence and other related materials for VP/Regional Director and office staff.
• Handle all scheduling matters: confirm meetings and conference calls, screen and reserve meeting rooms and arrange for required parking, provide for building security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates.
• Prepare, proofread and coordinate production and distribution of reports, agendas, presentations and other documents as needed. Ensure meeting materials are complete, orderly, and available in advance of each meeting. Prepare meeting minutes, maintain meeting records, and other key office documentation.
• Make all necessary travel arrangements, prepare itineraries and detailed travel schedules, and ensure that all travel documents are in order and available as needed.
• Coordinate with other departments and across ESD Corp. and DED as needed to ensure proper submittal and timely handling of required paperwork, including, but not limited to, purchase requests, payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage and expense reports, tax exemption forms, shipping receipts and other office documents in a timely fashion.
• Maintain centralized office filing systems, including both electronic and hard copy files. Review files periodically and screen for materials that can be disposed of according to file retention guidelines and materials that can be stored centrally.
• Inventory, order, and maintain all office supplies and coordinate maintenance of office equipment.
• Support on-time, accurate reporting of Office and Regional Council projects and activities as needed.
• Provide staff support for Governor’s events, Regional Council activities, and other meetings and events as needed. Support the ST team in their representation of the agency at meetings.
• Special Projects – Perform 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 Emmanuel Petit-Frere, HR Talent Acquisition Specialist

Telephone N/A

Fax N/A

Email Address resumes@esd.ny.gov

Address

Street 633 Third Avenue

City New York

State NY

Zip Code 10017

 

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


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