Executive Assistant to the Chair

City of New York•New York City, NY

4d•Onsite

About The Position

The Landmarks Preservation Commission (LPC) is the largest municipal preservation agency in the nation. It is responsible for protecting New York City's architecturally, historically, and culturally significant buildings and sites by granting them landmark or historic district status and regulating them after designation. The agency is comprised of a panel of 11 commissioners and supported by a staff of approximately 80 preservationists, researchers, architects, historians, attorneys, archaeologists, and administrative employees. There are more than 38,500 designated buildings and sites in New York City, most of which are located in 159 historic districts across all five boroughs. Working at the Landmarks Preservation Commission provides a unique opportunity to develop professionally, engage with some of New York City’s most significant historic resources, serve the public, and help advance LPC’s mission to preserve and protect the city’s architectural, historical, and cultural heritage. The Executive Assistant to the Chair is a key member of LPC’s Executive and Administration teams, providing administrative and operational support to the Chair, Commissioners, and senior leadership. The Executive Assistant to the Chair serves as the confidential assistant to the Chair and Executive Director, and supports senior leadership, providing operational and administrative support.

Requirements

A baccalaureate degree from an accredited college and one year of satisfactory, progressively responsible clerical, secretarial, administrative and/or general office management experience, one year of which must have been in a responsible administrative or secretarial capacity
An associate degree or 60 semester credits from an accredited college and two years of the experience described in '1' above
A four-year high school diploma or its educational equivalent and four years of the experience described in 1 above
Education and/or experience equivalent to 1 & 2 above
Excellent technology, communication, and customer service skills

Nice To Haves

Professional, responsible, well-organized, and punctual
Initiative and a willingness to learn
Collaborative, proactive and responsive approach
Excellent communication skills and accuracy in oral and written communications
Experience handling sensitive and confidential material
Able to meet deadlines and handle a fast pace
Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Access)

Responsibilities

Assures the smooth operation of the Chair’s Office by performing routine and other delegated duties
Assists the Chair in administration and other operations of the agency
Coordinates the Chair’s schedule, including all internal and external meetings, events, and calls
Answers the Chair’s phone and responds to routine inquiries from City officials, the public, and agency staff, handling, routing, and drafting correspondence, and maintaining the Chair’s files
Acts as an administrative liaison to the Commissioners
Ensures well-run and efficient LPC public hearings, including preparation of documents, coordination of commissioners’ schedules, and other tasks
Coordinate required administrative actions for public hearings and public meetings, which may include notifying property owners and public officials via mail and email, creating agendas and posting legal notices, preparing agendas, printing and compiling meeting materials
Assists in the development and implementation of projects delegated by the Chair and/or undertaken by the Chair’s Office
Performs special projects, including organizing and compiling agency information and reports, as needed
May provide administrative support for other departments, which includes reception, outreach mailings, research department filings, and support for LPC’s public hearings
Occasional attendance at events outside regular hours
Other tasks and special projects as assigned