Executive Administrator

New York State Energy Research•City of Albany, NY

6h•Onsite

About The Position

As a leader in advancing New York’s energy transition, the New York State Energy Research and Development Authority (NYSERDA) is a credible, objective and trusted partner in energy planning and in deploying new innovative technologies to build an affordable, abundant, reliable, and clean energy system. NYSERDA works with stakeholders statewide, including residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that attract the private sector capital investment needed to expand New York’s clean energy economy, advance solutions for using clean energy at a large-scale in New York, and enable New York’s communities and residents to benefit equitably in the clean energy transition. The Executive Administrator provides key administrative support to the General Counsel, Deputy General Counsels and Counsel’s Office, generally. The Executive Administrator works across the organization and with similar positions at other New York State government bodies to ensure alignment of schedules and meeting expectations.

Requirements

Associate's degree plus 5 years of relevant experience including 1 year experience in supporting Executive management
Able to handle time-sensitive situations with measured calmness and decisiveness
Proficiency in Outlook, Teams, WebEx, Microsoft Office applications, Adobe and Concur
Perform in a fast-paced environment
Ability to demonstrate respect, equity and inclusive behavior and practices of a diverse workforce and community.
Proven ability to build trust, confidence, respect, and effective working relationships among individuals at all levels of the organization
Strong organizational and analytical skills; ability to quickly aggregate and analyze information
Successfully prioritize and track multiple projects simultaneously, set priorities and meet deadlines
Anticipate needs in advance, plan ahead and react positively to new assignments
Handle time-sensitive information in a professional, confidential manner
Superior organizational, time management, writing, communication, and interpersonal skills
Attention to detail with a high degree of accuracy in all duties
Functions well independently and in teams
Work well with all levels of internal management and staff as well as external executives and clients

Nice To Haves

Bachelor’s degree plus 3 years of relevant experience including 1 year experience in supporting Executive management

Responsibilities

Comprehensively assisting General Counsel and Deputy General Counsels on administrative tasks and support functions, including, without limitation, scheduling, travel arrangements, expense reports, transactional support (e.g. document processing and execution), logistics, inter-agency communication, staff meeting support, etc.
Assisting other program counsels with respect to scheduling meetings that involve numerous participants or other complexities, including assisting with meeting/webinar technology support including interfacing with any necessary IT support
Assisting other program counsels with respect to travel arrangements
Assisting other program counsels with respect to expense reports (Concur)
Assisting other program counsels with respect to general administrative assistance
Assisting other program counsels with respect to other duties as may be assigned by General Counsel
Assisting with the recruiting and onboarding of new Counsel’s Office staff: Interview scheduling
Assisting with the recruiting and onboarding of new Counsel’s Office staff: HR liaison
Assisting with the recruiting and onboarding of new Counsel’s Office staff: Onboarding checklist assistance for supervisor and new employee
Assisting with the recruiting and onboarding of new Counsel’s Office staff: Making new employee arrangements including new office preparation in conjunction with Facilities
Assisting with the recruiting and onboarding of new Counsel’s Office staff: Assisting supervisor with exit checklist tasks
Providing administrative support for ethics training; authority-wide and Board Members: Training scheduling and coordinating
Providing administrative support for ethics training; authority-wide and Board Members: Generate certificates
Providing administrative support for ethics training; authority-wide and Board Members: Tracking
Providing support to the records management program.
Assisting with finance system approvals, e.g., outside counsel engagements
Assisting with budget and expense items related to the operation of the Office
Assisting with publication, subscription, and Continuing Legal Education management as needed
Acting as the liaison between Counsel’s Office & Facilities, IT, etc.
Assisting with Board support functions: Secondary resource during busy times
Assisting with Board support functions: Back-up support during absence of primary Board support
Review Counsel’s Office mail, scanning for handling or passing onto appropriate NYSERDA staff for action
Provide support to the other business unit leads as needed
Providing backup EA support for other Officer’s Executive Administrators
Performing other duties as may be assigned by the General Counsel
Perform all job responsibilities with respect, fairness, consistency, and inclusion.