Administration Division Executive Assistant - StateJobsNY : Job Details

Minimum QualificationsBachelor's degree and two years' experience supporting an executive level position, ORAssociate's degree and four years' experience supporting an executive level position, ORGraduation from high school or possession of a high school equivalency diploma and six years' experience supporting an executive level position Duties Description Job DutiesThe duties of the Administration Division Executive Assistant include, but will not be limited to, the following:Proactively anticipate needs to support a variety of administrative functions in a time sensitive, accurate, and confidential nature using discretion and tactManage and maintain the Managing Director and Deputy Managing Directors' daily calendars, including scheduling meetings, appointments, and travel arrangements, with an understanding of priorities and ongoing projects, optimizing time efficiencyManage and prioritize tasks; keeping Administration staff advised of time-sensitive and issues, ensuring deadlines are met, and work is completed to a high standardOrganize and manage executive level meetings, including preparing materials, creating agendas, distributing materials, documenting minutes for meetings, and following up on action items as appropriateWork with Managing Director and Deputy Managing Director to ensure they are adequately briefed and prepared for meetings, including providing background information that may be assembled from othersDraft, edit, and review communications such as emails, presentations, and reportsOrganize and maintain email, notes and other correspondenceIndependently respond to verbal and email inquiries, routing them to the appropriate staff and following up to ensure that open inquiries are assigned and addressedMaintain all aspects of the division's financial responsibilities, including budget preparation and monitoring, contract management and vendor invoice payments and follow-upAssist in the coordination of strategic initiatives and special projects led by the Managing Director and Deputy Managing Director, plan and coordinate team meetings, and other Administration events and activities as neededCollaborate effectively across departments to support the execution of organizational priorities and initiativesHandle sensitive information with the highest level of confidentiality and professionalism Additional Comments Position SummaryThe Administration Division Executive Assistant will provide high-level administrative support to the Managing Director of Administration and Deputy Managing Director of Administration. This position also works as an integral member of the Administration Division working closely with the department directors. This role demands exceptional organizational skills, discretion, commitment and the ability to manage complex schedules, communications and projects. The Administration Division Executive Assistant should also be a self-starter who acts independently, directs their own work, and handles diverse tasks quickly and accurately within a fast-paced office environment. The ideal candidate will have experience in supporting senior level executives.Please note: You must submit an application directly to the posting on our applicant portal. The link to the portal is: Resumes will not be accepted if emailed. Some positions may require additional credentials or a background check to verify your identity.Name Human Resources Telephone 518####### Fax Email Address [email protected] AddressStreet 10 Corporate Woods Drive City Albany State NY Zip Code 12061 Notes on Applying Please note: You must submit an application directly to the posting on our applicant portal. The link to the portal is: Resumes will not be accepted if emailed.