Administrative Assistant (On-site)

HEPCO•New York, NY

1d•Onsite

About The Position

HEPCO is seeking an experienced Administrative Assistant to support a Legislative Affairs team within an Executive Bureau. The selected candidate will provide administrative support to executive staff while working independently and handling confidential information in a fast-paced environment. This role involves managing correspondence, researching inquiries, coordinating with high-level officials, and preparing various reports and materials. The position requires strong organizational skills, attention to detail, and the ability to maintain confidentiality.

Requirements

Bachelor’s degree.
At least three years of administrative support experience in an office setting using Microsoft Outlook, Word, and Excel.
At least one year of experience using the Legislative Retrieval System (LRS) to track legislative bills.
At least three years of experience using an executive correspondence system.
Strong attention to detail and organizational skills.
Ability to multitask and work independently.
Ability to maintain confidentiality and handle sensitive information.

Responsibilities

Answer telephone calls, greet visitors, and respond to inquiries professionally.
Track correspondence and follow up to ensure complete responses are received by established deadlines.
Review incoming correspondence and reports, determine their significance, and route them to appropriate staff.
Research complex inquiries and gather information to support staff responses.
Coordinate correspondence involving the Governor, Superintendent, and legislators at the direction of the Special Assistant.
Draft confidential and sensitive correspondence for staff review and signature.
Assist with organizing legislative bills and bill position letters.
Prepare charts, graphs, spreadsheets, statistical reports, and narrative materials for executive staff.
Maintain electronic and hard-copy correspondence files.
Schedule meetings, manage executive calendars, arrange travel and hotel accommodations, and process reimbursements through the Statewide Financial System (SFS).
Coordinate conference calls and assemble meeting materials.
Prepare and submit NYS Project Sunlight reports and complete appropriate NOA forms.
Carry out directives from the Special Assistant and perform other duties as assigned.
Work additional or non-standard hours during the legislative session as needed.