Administrative Coordinator
About The Position
The New York City Mayor’s Office of Correspondence & Ceremonial Affairs plays a vital role in providing the Mayor and our Administration with insight into the views, experiences, and concerns of everyday New Yorkers, as well as in connecting constituents to City services and keeping them informed about the Mayor’s bold agenda of affordability, good governance, public safety, and a life of dignity and opportunity for all. The office also receives and tracks gifts sent to the Mayor and drafts Mayoral greetings and ceremonial commendations. The responsibilities of Correspondence team members involve writing in the Mayor’s voice to communicate the policies, priorities, and goals of our Administration; ample research, editing, and fact-checking in a deadline-driven environment; familiarity with the innerworkings City government; an understanding of the political landscape, and a deep knowledge of the five boroughs.
Requirements
- Proficient in the Microsoft Office suite (primarily Word, Excel, Outlook), and other digital operations platforms.
- Ability to work independently.
- Ability to follow established procedures.
- Strong attention to detail.
- Strong problem-solving skills.
- Bachelor’s Degree Required.
- 3+ years of experience.
Responsibilities
- Open, code, scan, and prepare all hardcopy mail for batching.
- Ensure all hardcopy mail is accurately coded, processed, and filed.
- Serve as a Quality Assurance backup, ensuring accurate reporting and timely agency responses.
- Prepare and send appointment letters by email and mail.
- Provide comprehensive administrative support to the Director and department.
- Prepare commendations for delivery and pickup.
- Answer incoming telephone calls and transfer callers to the appropriate personnel.
- Run and distribute reports as requested.
- Provide scheduling, meeting coordination, and administrative support on behalf of the Director.
- Serve as Records Manager, coordinating with the Department of Records (DORIS) regarding retention schedules and document management.
- Serve as Supplies Coordinator by monitoring inventory and ordering office and breakroom supplies.
- Assist with gift intake, tracking, organization, and management.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
