Executive Assistant and Project Operations Specialist

City of New York • New York City, NY

1d

About The Position

The Executive Assistant and Project Operations Specialist will be responsible for supporting the People and Engagement division. Reporting to the Assistant Executive Director for People and Engagement/Chief People Strategy Officer, the Executive Assistant and Project Operations Specialist will support in ensuring that communication is clear, workflows are consistent, and help ensure projects stay on task. This role will manage administrative coordination and responsibilities in process mapping, standardization, and documenting processes.

Requirements

• Knowledge of Microsoft Office tools and systems including Outlook, SharePoint, Word, and Excel.
• Knowledge of other work platforms used by the agency, like Monday.com
• Knowledge of project management methodologies such as Agile
• Excellent communication skills
• High degree of organization and time management
• Actively listens and adapts communication style
• Managing cross-functional initiatives
• Attention to detail and accuracy
• Skilled in process mapping, documentation, and standardization
• Set boundaries and exercise judgement
• Ability to prioritize, track multiple deadlines, and manage competing requests
• Ability to complete tasks with minimal oversight
• Ability to resolve issues while maintaining positive customer experience
• Able to build trust with professionalism and follow through
• Ability to analyze data and make recommendations
• Ability to think critically and solve problems
• Ability to provide clear and concise communication
• 2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist or other support staff role
• Strong initiative and a proactive approach
• High degree of professionalism and integrity handling sensitive information
• Collaborative mindset
• Commitment to continuous learning and improvement
• A bachelor’s degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or A four-year high school diploma or its educational equivalent and five years of experience as described in “1” above; or Education and/or experience equivalent to “1” above.

Nice To Haves

• 2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist or other support staff role
• Strong initiative and a proactive approach
• High degree of professionalism and integrity handling sensitive information
• Collaborative mindset
• Commitment to continuous learning and improvement

Responsibilities

• Coordinate day-to-day administrative tasks, including scheduling, meeting preparation, and including maintaining key division information, creating and maintaining filing systems, assisting in drafting correspondence, document management and facilitating review of invoices, purchase orders, and memos.
• Serve as a liaison across both teams to streamline communication and ensure efficient workflows.
• Conduct process mapping to visualize workflows and identify gaps.
• Develop, maintain, and update standard operating procedures and process documentation.
• Work with the EEO/DEI and People Operations teams to ensure that intranet hubs are updated routinely.
• Support People and Engagement initiatives and events including scheduling, preparing and distributing advance agendas, notetaking and following up with post-meeting action items, and organizing room setup.
• Track and monitor project deliverables, timelines and follow ups.
• Assist in compiling reports and analyzing data to support the division.
• Completing other special projects and tasks assigned by division leadership.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level