Executive Assistant

City of New York•New York, NY

16h

About The Position

The Department of City Planning (DCP) plans for the future of New York City, working to create thriving and dynamic neighborhoods with access to housing and jobs, resilient infrastructure, and a vibrant public realm. The Department engages communities to develop inclusive plans, expands housing access and economic opportunity, and plans for long-term sustainability. DCP supports the City Planning Commission in its annual review of hundreds of land use applications. The Department also advises on citywide strategic and capital planning, analyzes data, conducts policy analysis, and creates open data and civic engagement tools. The Department of City Planning offers staff meaningful opportunities to help shape the future of New York City and address some of its most pressing challenges. The Department values public service, collaboration, and creativity, and supports professional development. The Executive team coordinates the policy direction and management of the Department of City Planning. The team consists of the Office of the Director, Office of the Executive Director, Office of the Chief Operating Officer, the General Counsel and Communications and Intergovernmental functions. The team is responsible for setting the vision of the Department and directing resources to accomplish our goals. This motivated team works closely together and across all planning and support divisions to support a diverse set of activities that advance our mission to plan for the City of New York. The Executive Assistant will support the executive team by performing senior administrative work and other related general office duties, with latitude for independent judgment, including but not limited to the following:

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; or
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; 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 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.

Responsibilities

Performs administrative work, including managing the executive team calendars, scheduling appointments, answering the telephone, referring, and routing calls, answering routine questions, and other general office work.
Coordinate communications between multiple stakeholders; including agency staff, sister agencies, commissioners, and the mayor’s office.
Utilizes Microsoft Office to perform complex word processing assignments involving independent performance of work, such as setting up and/or completing assignments that require the application of other than standard document or file formats; may perform data entry functions.
Proactively distributes or collects materials in preparation for meetings and post-meeting follow-ups, may assist with the preparation of materials for speaking engagements and presentations.
Updates and maintains a list of critical contacts; prepares and edits correspondence, reports, and presentations.
Makes travel arrangements and manages travel reimbursements.
Sorting and filing mail for Exec Office and General Counsel, assist with Chair Correspondence.
Provides backup administrative support to fellow Executive Assistant’s as needed within the Executive Office
Manages special projects and initiatives as assigned by supervisor, and or executive team.
Perform administrative duties for Employee Engagement Program.
Provide coverage to Reception Desk as needed.