Review Vacancy
AgencyGeneral Services, Office of
TitleExecutive Assistant - VID 130947
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $61423 to $76218 Annually
Minimum Qualifications At least six years of progressively responsible experience in an administrative setting. College study may substitute on a year for year basis for up to four years of required the experience. Public sector experience and executive office experience is preferred.
Preferred qualifications:
• Highly organized and detail oriented.
• Excellent verbal and written skills.
• Highly professional in demeanor.
• Positive attitude and willingness to contribute to a team environment
• Ability to multi-task and efficiently manage multiple competing priorities.
• Ability to communicate clearly and effectively with individuals at all levels including OGS executives and other agency and authority executives.
• Ability to manage sensitive, confidential information in an appropriate and professional manner.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Knowledge of Microsoft Office 365 and SharePoint.
• Willingness to learn new internal OGS systems to complete duties as assigned.
Duties Description Duties include but are not limited to:
• Manage general administrative activities and provide overall support to the OGS NYC office.
• Liaison administrative matters between Executives and other State agency Executives and managerial staff.
• Receive and screen telephone inquiries from internal OGS staff, other State government officials, and the general public. Respond directly to inquiries or refer to appropriate staff as necessary.
• Maintain the calendar for multiple OGS executives and coordinate with administrative assistants from other agencies and organizations to schedule meetings, interviews, and events.
• Manage travel reimbursements for executives as needed using the Statewide Financial System (SFS).
• Manage and coordinate logistics for meetings, travel, conferences, and organization-wide activities including arranging for videoconferencing and procuring event materials.
• Schedule the use of meeting rooms, pool vehicles, and other shared office resources as needed.
• Assist with onboarding and offboarding OGS employees. Collaborate with personnel coordinators to ensure an efficient transition.
• Liaise with Information Technology Services (ITS) on matters related to setting up, maintaining, and resolving issues related to technology equipment and services for the NYC office.
• Coordinate with building management and other relevant parties on issues related to the physical office environment (e.g., equipment installation, building maintenance) as needed
• Perform other office support activities (e.g., scanning, photocopying) and related tasks as assigned by Executives.
• Order, maintain, and distribute appropriate office supplies and equipment.
• Manage office finances including small purchases and subscriptions. Liaise with the OGS Finance Office on related inquiries and documentation.
• Build and maintain external and internal working relationships with administrative and executive staff.
• Welcome and greet office guests.
• Perform other duties and special projects as required.
Additional Comments NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.
Downstate: Location Pay of $3,026
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@ogs.ny.gov
Address
Street NYS Office of General Services, HRM
31st Floor Corning Tower, Empire State Plaza
Notes on ApplyingPlease submit a cover letter and/or resume detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.