Executive Assistant to the Managing Attorney

City of New York • New York City, NY

1d

About The Position

Under supervision, with wide latitude for independent judgment, performs highly confidential, challenging and responsible legal secretarial and administrative work for the Managing Attorney. Duties include, but are not limited to the following: Handles incoming and outgoing correspondence. Answers telephones, takes and emails messages. Handles documents that are delivered by various divisions for signature and ensuring when signed, contact liaisons for pick up. Tracks and follows up with Divisions on record disposal requests received by the Law Department. Tracks and organizes information via spreadsheets and electronic filing. Prepares delegations and designations for Managing Attorney review and Corporation Counsel signature. Handles calendaring and scheduling matters for the Managing Attorney, including scheduling meetings with City Hall and various outside agencies, as well as Law Department meeting requests. Organizes and compiles reports on various management topics. Utilizes computer applications to track results of high profile matters. Assists in the preparation of sensitive, confidential or high profile cases and matters assigned to executive or other high level staff.

Requirements

• An associate degree from an accredited college including or supplemented by 12 semester credits in secretarial science, word processing, office automation and/or office technology; or
• An associate degree from an accredited college, and either one year of satisfactory full-time professional general secretarial experience or six months of satisfactory full-time professional legal secretarial experience; or
• A four-year high school diploma or its educational equivalent approved by a State's Department of Education or a recognized accrediting organization, and either two years of satisfactory full-time professional general secretarial experience or one year of satisfactory full-time professional legal secretarial experience; or
• Education and/or experience equivalent to "1", "2" or "3" above.
• Satisfactory completion of a one year specialized training program in secretarial science, word processing, office automation and/or office technology, or completion of 30 semester credits from an accredited college, including 12 semester credits in secretarial science, word processing, office automation and/or office technology may be substituted for one year of full-time general secretarial experience or six months of full-time legal secretarial experience.
• All candidates must possess a four-year high school diploma or its educational equivalent.
• Ability to type at a minimum rate of 55 words per minute.
• For assignments requiring stenographic skills, candidates must also have the ability to take legal dictation.
• For certain assignments, individuals may be required to have higher typing and stenographic skills.

Nice To Haves

• Effective verbal and written communication skills.
• Word, Excel, Power Point, and general computer knowledge to utilize internal systems effectively.
• Ability to handle challenging situations with tact, persuasiveness, and diplomacy.
• Ability to supervise and collaborate with other staff.
• Ability to multitask and work under pressure.

Responsibilities

• Handles incoming and outgoing correspondence.
• Answers telephones, takes and emails messages.
• Handles documents that are delivered by various divisions for signature and ensuring when signed, contact liaisons for pick up.
• Tracks and follows up with Divisions on record disposal requests received by the Law Department.
• Tracks and organizes information via spreadsheets and electronic filing.
• Prepares delegations and designations for Managing Attorney review and Corporation Counsel signature.
• Handles calendaring and scheduling matters for the Managing Attorney, including scheduling meetings with City Hall and various outside agencies, as well as Law Department meeting requests.
• Organizes and compiles reports on various management topics.
• Utilizes computer applications to track results of high profile matters.
• Assists in the preparation of sensitive, confidential or high profile cases and matters assigned to executive or other high level staff.

Benefits

• The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree