Executive Assistant to the Deputy Commissioner

City of New York • Long Island City, NY

11h • Hybrid

About The Position

The New York City Department of Health and Mental Hygiene (NYC Health Department) is a world-renowned public health agency dedicated to protecting and improving the health of NYC. Established in 1805, it is the oldest and largest health department in the U.S. The agency serves as the population health strategist, and policy, and planning authority for the City of New York, with a vast impact on national and international public policy. They offer programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and racial and social justice work. The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals.

Requirements

• 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 described in "1" above
• 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 as described in "1" above
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above.
• Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Nice To Haves

• Prior experience in executive-level administrative roles, preferably in government or large organizations
• Ability to manage complex calendars, coordinate schedules, and prioritize task effectively
• Proficient in written and verbal communication to interact with internal and external stakeholders professionally
• Ability to ensure clear and timely communication to interact with internal and external stakeholders professionally
• Advanced knowledge of Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
• Familiarity with virtual meeting platforms such as Webex, Zoom and Teams
• Experience using document tracking and approval systems
• Ability to compile accurate meeting materials, track correspondence, and ensure timely approvals
• Proven ability to meet deadlines and manage multiple priorities in a fast-paced environment
• Resourceful in resolving scheduling conflicts, coordinating logistics and addressing administrative challenges
• Strong ability to build and maintain relationships with leadership, peers and external partners
• Sensitivity to handle confidential matters and always maintaining professionalism
• Flexibility to handle special projects and administrative task as needed

Responsibilities

• Manage all aspects of the Deputy Commissioner calendar including scheduling meetings with internal and external partners via outlook, Teams, Webex or Zoom
• Serve as division's liaison for the Correspondence Tracking System for reporting The Mayor's Management Report
• Respond to phone calls and emails regarding scheduling and meeting request
• Arrange transportation and travel logistics
• Ensure effective communication across Bureau leadership and external partners
• Collaborate with staff across the Bureaus and maintain relationships with peers and partnering agencies
• Compile and organize daily meeting binders with relevant documents
• Coordinate the document review process by submitting and tracking approvals in TEAMS and ensuring document approvals are received by Assistant Commissioners in a timely manner
• Respond timely to incoming correspondence, ensuring agency targets are met
• Communicate with bureau liaisons and the Mayor's Office regarding Correspondence Tracking System (CTS) status and updates
• Assist with office management task, including supplies, mail deliveries and IT service desk request
• Handle travel arrangements and submit travel reimbursements
• Field telephone calls, take messages and follow-up as needed
• Maintain sensitivity to confidential matters
• Perform special administrative task and projects to support Divisional goal
• Ensure assignments are complete promptly and meet established deadlines

Benefits

• Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance.
• Premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• Additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• A public sector defined benefit pension plan with steady monthly payments in retirement.
• A tax-deferred savings program
• A robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Job Security

What This Job Offers

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