Review Vacancy
TitleProject Coordinator - Executive Assistant - Albany
Occupational CategoryOther Professional Careers
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $28.91 to $36.10 Hourly
Jurisdictional Class "Other" (generally Military Law positions)
Minimum Qualifications MINIMUM QUALIFICATIONS:
High school diploma or high school equivalency diploma and two years of experience in administrative support*, 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), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience
Preferred Qualifications:
• Proven track record of success in building and managing relationships with diverse stakeholders in a complex public sector environment or not-for-profit.
• Strong analytical and communication skills, with the ability to clearly articulate complex information to both technical and non-technical audiences.
• Strong writing skills with an ability to craft compelling executive summaries and presentations, distilling complex information for high-level audiences.
• Proficiency in project management, strategic planning, and data analysis.
• Excellent organizational skills and the ability to manage multiple priorities simultaneously.
• Strong interpersonal skills and a collaborative working style.
• Ability to initiate and maintain relationships across a diverse set of stakeholders
Duties Description STANDARD DUTIES:
The Project Coordinator/Executive Assistant is responsible for supporting the Commissioner and Chief of Staff through a combination of project management, communication, research, and high-level relationship support functions. This requires act as the Department's strategic point person for building and managing relationships with agency heads and chamber staff. The incumbent will perform the following duties:
• Assist with coordination and support of the Commissioner and Chief of Staff’s teams.
• Create and maintain calendars and meetings schedules.
• Coordinate day to day administrative tasks for events and meetings. Keep accurate files, organize, and maintain documents in the management systems in such a way that information is easily accessible.
• Handle travel arrangements.
• Manage incoming phone calls and visitors for the office.
• Establish and maintains filing systems.
• Makes high level contacts of a complex nature inside and outside of the Agency.
• Create and send correspondence and invitations.
• May schedule, research and prepare materials and notes, and ensure follow-up for various.
Stakeholder meetings including staff, Board or other meetings.
• Manages on-boarding employees for the Chief of Staff and retirement certificates.
• Assistant with technology and password reset.
• Create SFS Requisitions.
• Attendance taker for fire drills.
• Collect weekly Regional Rep reports.
• Other duties as assigned.
Additional Comments Please note: This position will be required to work in-person. No remote work is available.
Some positions may require additional credentials or a background check to verify your identity.
Fax EFax: 5184742871@fax.ny.gov
Email Address labor.sm.personnel.jva@labor.ny.gov
Address
Street Building 12 W. Averell Harriman State Office Campus
Room 561
Notes on ApplyingAll candidates must submit a written resume and cover letter which clearly demonstrates how they meet the minimum qualifications for the position. These documents must be received by May 9, 2024, and submitted via email to labor.sm.personnel.jva@labor.ny.gov or mailed to the NYS Department of Labor, Personnel Bureau, Building 12, Room 561, State Office Campus, Albany, NY 12226. You must include Vacancy ID #157177, Project Coordinator- Executive Assistant - Albany in the subject line of your email. Failure to do so may result in a delay of processing your application.
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.
New York State (NYS) is an equal opportunity/affirmative action employer. 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, and Inclusion (ODEI), Building 12, Albany, NY 12240 (Phone (518) 457-1984 and/or fax (518) 485-2575.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.