Administrative Assistants

New Wave People•New York, NY

2d•Onsite

About The Position

Seeking an Assistant to the Executive Assistant/Special Assistant within the Executive Bureau to support the Legislative Affairs team. The selected candidate will work with a high degree of independence and confidentiality while providing professional-level administrative support to Executive Office staff. The candidate must be detail-oriented and able to multitask in a fast-paced environment.

Requirements

Proof of eligibility to work in New York State.
A Bachelor's Degree
3 years of experience providing administrative support in an office setting using the Microsoft Office Suite (including Outlook, Word and Excel).
1 year of experience using LRS (Legislative Retrieval System) to track legislative bills.
3 years of experience using an executive correspondence system.
Ability to remain calm under pressure and adapt to last-minute changes.
Strong attention to detail.
Ability to work independently
Ability to maintain confidentiality
Ability to multi-task

Nice To Haves

Telecommuting may be allowable upon discretion of the hiring manager.

Responsibilities

Answers telephone calls and greets visitors and staff in a prompt and professional manner.
Follows-up on responses to ensure information is completed and received by established deadlines.
Reviews information upon receipt to ensure completeness and refers it to the Executive Assistant, Special Assistant and appropriate staff for action.
Executes Special Assistant directives efficiently and in a timely manner.
Reviews and makes recommendations to the appropriate staff on responses due or refers responses to the appropriate staff member.
Researches complex or unusual inquiries and gathers information to support a response by the appropriate staff member.
At the direction of the Special Assistant, internally shepherd Governor's, Superintendent's and Legislators correspondence
Provides assistance to answer telephone calls and responds to questions concerning policy and procedures, and refers the most complex technical questions to the appropriate staff member.
Applies considerable knowledge of computer technology and software applications to prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.
Drafts confidential and sensitive responses to letters and other correspondence for appropriate staff review and signature.
Assists with organizing departmental legislative bills and bill position letters.
Designs and maintains electronic and hard copy correspondence files.
Schedules meetings, maintains executive staff calendars, arranges travel and hotel accommodations, and processes reimbursements through SFS system.
Arranges meetings and conference calls and works with subordinate staff to prepare and assemble related materials.
Opens and review incoming correspondence and reports to determine significance and distributes them to executive office staff or the appropriate staff member.
Prepares and submits NYS Project Sunlight reports and completes appropriate NOA forms.
Performs other duties as assigned.