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Review Vacancy

Date Posted 03/10/20

Applications Due04/10/20

Vacancy ID79836

AgencyEmpire State Development, NYS

TitleExecutive Assistant to the EVP, Legal and General Counsel, ESD

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $58500 to $60000 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? No

County New York

Street Address 633 Third Avenue

City New York

StateNY

Zip Code10017

Minimum Qualifications EDUCATION & REQUIREMENTS:
Education level required: Associate Degree in Business Administration or related field. Extensive direct experience can substitute for degree requirement.
Knowledge /Skills Required: 5+ years of progressive administrative and/or business related experience and senior executive administrative experience; Supervisory experience. Must be proficient in computer applications: MS Outlook, Excel, Word and PowerPoint. Must have excellent ability to multi-task and perform adequately under pressure
Must have excellent oral and written communication skills; plus excellent telephone etiquette. Must be able to handle confidential matters discreetly. Experience in a legal office a plus.

Duties Description BASIC FUNCTION:
Oversee the daily administrative functions of the Legal dept., including supervising the secretarial staff, to assure the efficient functioning of the department. Act as liaison among the administrative support and professional staff and perform a wide range of administrative duties. Perform assignments requested by the General Counsel (“EVP/GC”) and Deputy General Counsel.

WORK PERFORMED:
• Perform a wide range of administrative and secretarial duties, including the preparation and tracking of contract and commitment request approval packages; time sheet review; assistance with annual performance review materials and communications with outside counsel in connection with financial statement preparation, maintain legal department vacation calendar
• Initiate and maintain organizational and tracking systems, including filing systems, attorney assignment and project lists; and logs tracking correspondence, contract reporter exemption requests and requests for in-house ethics opinions
• Supervise administrative assistants and coordinators
• Coordinate and distribute the work overflow within the department
• Work on confidential matters for the EVP/GC & Deputy GC
• Respond to certain correspondence at the request of the EVP/GC & Deputy GC
• Schedule and coordinate meetings and maintain EVP/GC & Deputy GC calendars
• Advise staff of policies and procedures relating to job performance
• Liaison between Legal dept. and the Administrative Services, Contracts Administration and MIS Dept’s
• Work closely with the EVP/GC & Deputy GC on special projects, coordinate reports, etc.
• Interview secretarial candidates
• Coordinate support staff vacation schedules to ensure proper coverage in the Dept.
• Serve as overseer for the Legal dept. and keep department head abreast of any problems/developments

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

Name Maria Gately

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 ApplyingSend resume to resumes@esd.ny.gov indicating job title in subject line

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