Executive Assistant, Office of Chief Operating Officer

New York City, NY-posted 3 months ago
Full-time • Entry Level
Remote • Queens, NY
5,001-10,000 employees
Justice, Public Order, and Safety Activities
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The Office of Chief Operating Officer/Executive Deputy Commissioner (COO) is responsible for ensuring that agency priorities are fully operationalized by effectively and efficiently managing resources. The Office is charged with ensuring that administrative functions support all programmatic activities of the agency, both centrally and through divisional administrative units. In addition, the Office is charged with helping the agency innovate in its programming and build community engagement in order to improve health and reduce disparities. The Administration Office oversees all operational functions of the units reporting to the COO, including the Bureau of Audit Services, Office of Strategic Operations and Performance Management, and the Administrative Office.

  • Manage the COO calendar of meetings/events, which involves maintaining a dynamic, robust calendar of appointments, following-up with confirmations, rescheduling as necessary, promptly handling requests for meetings, and ensuring calendar and cancellations are distributed timely to participants.
  • Manage all pre and post travel arrangements for the COOs Office and ensure they are in accordance with the City's guidelines.
  • Schedule, plan, and coordinate meetings, conferences, events and conference calls for the office, including handling logistics such as security, transportation, ordering food, room set-up, and preparing printed meeting materials.
  • Act as approver for restricted conference rooms 08-48, 08-45.
  • Manage COO signature requests.
  • Coordinate office supply needs for COO and COH offices with Purchasing Coordinator.
  • Provide administrative support for new employee onboarding, ID appointments, desk assignments and set up, service ticket issues, and related day to day operations.
  • Create and maintain organization charts for all bureaus within the Office of the COO.
  • A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty.
  • An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience.
  • A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience.
  • Education and/or experience equivalent to the above, with all candidates required to possess one year of administrative or supervisory experience.
  • Loan Forgiveness: Eligibility for federal/state loan forgiveness and repayment assistance programs.
  • Premium-free health insurance plan that saves employees over $10K annually.
  • Public sector defined benefit pension plan with steady monthly payments in retirement.
  • Tax-deferred savings program.
  • Robust Worksite Wellness Program.
  • Work From Home Policy: Ability to work up to two days during the week from home.
  • Job Security compared to private sector employment.
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