Executive Assistant (Temp)

FPHNY Recruitment Team•New York, NY

4d•$32•Hybrid

About The Position

The Office of the Commissioner oversees the Health Department's strategic public health planning efforts, initiatives, policies and program development, in support of protecting the health and safety of New Yorkers through health promotion, disease prevention and increasing primary healthcare access in underserved communities and the NYC Population at large. The Executive Assistant role is critical to fulfilling the many administrative functions carried out in the Commissioner’s Office. This person will provide executive and professional administrative support to the Chief of Staff, the Deputy Chief of Staff, and serving as backup to the Commissioner’s Executive Assistant. The Executive Assistant Duties will include but not be limited to: Maintains various office calendars, schedules office meetings, maintains office files and archives including electronic files, updates internal databases, spreadsheets, and memoranda. Manages inventory of supplies and equipment including preparation of Purchase Orders and renewal of documents in support of the Operations Coordinator. Maintains the Commissioner’s Office and the agency’s organization charts, and logs agency documents that require Commissioner Office approval such as the Letters of Support and Travel Requests. Supports the Operations Coordinator in making travel arrangements by compiling required documents in respective shared drive folders and submitting documentation to the travel desk, providing approvals, tracking items on the travel dashboard, and providing follow-up. Reviews all department incoming mail and legal correspondence, to determine their significance and facilitate their distribution to relevant staff. Acts as back up to the Operations Coordinator, managing department requisitions, food orders, office supply requests, facilities maintenance requests, and service request tickets. In coordination with the Chief of Staff and Deputy Chief of Staff, approves agency travel requests, City Hall travel requests, letters of support and conflict of interest forms. Serves as point of contact with all Divisions regarding administrative matters, including adding the Commissioner’s signature to documents and memos in a timely fashion, requests for the Commissioner to join internal Divisional meetings, and tracking of senior staff vacations. Adds the Commissioner’s signature to documents, saving them in the shared drive, and emailing finalized document to the relevant staff member. Provides support to Executive Assistants by managing other calendars as needed, including coordinating with individuals that the Commissioner wants to meet with, scheduling meetings, and managing complex and last-minute calendar changes. Reporting out and escalating complex scheduling issues to the Chief of Staff and/or the Deputy Chief of Staff and their special assistant. Provides excellent customer service to internal and external stakeholders as the face of the Commissioner’s Office. Performs other related assignments and special projects as needed.

Requirements

College degree and four years of clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work.
Strong knowledge of Microsoft Outlook and Office Suite
Excellent analytical skills with attention to detail
Strong written and verbal communication abilities
Strong organizational skills with good follow-through to complete assignments within specified timeframes.

Nice To Haves

Strong planning and project management skills.
Excellent interpersonal, communications (both oral and written), presentation, editing and research skills.
Exceptional prioritization and time management skills with demonstrated ability to manage a diverse and demanding workload in a fast-paced environment.
Ability to build and maintain effective working relationships across programs and with outside agencies.
Solution oriented, with robust problem-solving skills.
Commitment to anti-racism, social justice, and equity
Embraces ambiguity and has a willingness to “roll up their sleeves”.
High degree of self-awareness, humility, and diplomacy.
A self-starter, comfortable working independently as well as in teams.
Experience working with executives and C-suite leaders.

Responsibilities

Maintains various office calendars, schedules office meetings, maintains office files and archives including electronic files, updates internal databases, spreadsheets, and memoranda.
Manages inventory of supplies and equipment including preparation of Purchase Orders and renewal of documents in support of the Operations Coordinator.
Maintains the Commissioner’s Office and the agency’s organization charts, and logs agency documents that require Commissioner Office approval such as the Letters of Support and Travel Requests.
Supports the Operations Coordinator in making travel arrangements by compiling required documents in respective shared drive folders and submitting documentation to the travel desk, providing approvals, tracking items on the travel dashboard, and providing follow-up.
Reviews all department incoming mail and legal correspondence, to determine their significance and facilitate their distribution to relevant staff.
Acts as back up to the Operations Coordinator, managing department requisitions, food orders, office supply requests, facilities maintenance requests, and service request tickets.
In coordination with the Chief of Staff and Deputy Chief of Staff, approves agency travel requests, City Hall travel requests, letters of support and conflict of interest forms.
Serves as point of contact with all Divisions regarding administrative matters, including adding the Commissioner’s signature to documents and memos in a timely fashion, requests for the Commissioner to join internal Divisional meetings, and tracking of senior staff vacations.
Adds the Commissioner’s signature to documents, saving them in the shared drive, and emailing finalized document to the relevant staff member.
Provides support to Executive Assistants by managing other calendars as needed, including coordinating with individuals that the Commissioner wants to meet with, scheduling meetings, and managing complex and last-minute calendar changes.
Reporting out and escalating complex scheduling issues to the Chief of Staff and/or the Deputy Chief of Staff and their special assistant.
Provides excellent customer service to internal and external stakeholders as the face of the Commissioner’s Office.
Performs other related assignments and special projects as needed.