Review Vacancy
TitleExecutive Assistant - 47616
Occupational CategoryAdministrative or General Management
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $74829 to $93941 Annually
Minimum Qualifications Bachelor’s degree and three years of relevant experience, or seven or more years of experience, serving as the primary administrative support to executive leadership in a large agency or organization.
Preferred Qualifications:
Demonstrated ability to multi-task and coordinate shifting priorities in a fast-paced, deadline-driven environment; strong problem solving and decision-making skills; excellent interpersonal skills and organizational savvy; demonstrated strictest level of confidentiality.
Duties Description Working in a fast-paced, deadline-driven, and confidential environment, functions as a highly independent Executive Assistant responsible for the following: Manages daily operations for an Executive leader, including meeting coordination and logistics, communications management, teleconference management and scheduling, and coordination and submission of travel needs and documentation. Acts as the overall gatekeeper and escalates relevant information as needed. Maintains the Executive leader’s calendar and prepares for all meetings accordingly. Prepares detailed briefing folders which contain appropriate background materials including participant information, agendas, meeting summaries, prior related meeting notes, and any other relevant documents. Responsible for triaging all phone calls and correspondence to the Executive leader, with a primary emphasis on directing communications to appropriate Executive staff to best respond to inquiries or issues within a timely and appropriate manner. Flags high priority communications to the Executive leader. Responsible for review and assignment of all incoming correspondence and determining the correct course of action in regard to review, assignment and determining who within the organization should respond; responsible for determining which correspondence should be brought to the Executive leader’s attention for action; opens, logs and distributes correspondence, including e-mails, faxes and regular mail to appropriate personnel. Coordinates, prepares, and reviews Department-wide and individual program responses and requests for information for the Executive leader’s approval and submission. Serves as administrative liaison to assist in coordinating scheduling of meetings, conference calls etc. with Executive Chamber and Division of the Budget staff. Responsible for logistics, agendas, presentations, and various documents requested by parties such as the Secretary to the Governor, Deputy Secretary for Health, Director of the Division of the Budget, and their respective staff. Serves as the communication link between the Executive leader and Department programs. Provides accurate and timely information in response to inquiries, clarification of policies and procedures, and assistance or advice, when appropriate. Serves on committees and attend meetings, as appropriate, to represent the Executive Office and advises Executive leader accordingly. Serves as the liaison to external business partners and is responsible for the coordination of meetings and conference calls with various federal/state/and local entities. Researches and gather information on topics as needed and provide summary information and related data to assist in decision making or in reply to inquiries. Summarizes various reports, articles, and other documents in response to emerging issues and/or priorities. Tracks and maintains inventory of Executive office equipment, supplies and resources and placing orders as needed to ensure continuity of operations. Responsible for the supervision and training of administrative staff within the Executive office. Serves as a technical resource for staff and provide assistance as needed. Other duties as needed.
Additional Comments Evening and weekend hours may be required.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources Management Group AS/EA/47616
Email Address resume@health.ny.gov
Address
Street Room 2217, Corning Tower, ESP
Notes on ApplyingSubmit resume and cover letter to by email to resume@health.ny.gov, or fax to (518)473-3395 with Reference Code AS/EA/47616 included in the subject line. Or by regular mail to Human Resources Management Group AS/EA/47616, Room 2217, Corning Tower, ESP, Albany, New York 12237-0012. Failure to include the required Reference Code may result in the delay of processing your application.