Executive Assistant

New York City, NY • Manhattan, NY

111d

About The Position

The Executive Assistant, reporting to the Director and a vital member of the Director's Cabinet serves as the primary administrative support to the Director of the Mayor's Office of Contract Services, ensuring the efficient operation of the Director's office through expert calendar management, strategic prioritization, and seamless coordination of administrative functions. This role requires exceptional organizational abilities, professional communication skills, and the capacity to handle confidential matters with discretion.

Requirements

• Bachelor's degree plus 3+ years of relevant administrative experience, or equivalent combination of education and experience
• Exceptional organizational skills with demonstrated ability to manage multiple competing priorities
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to handle confidential information with discretion and professionalism
• Experience supporting executive-level leadership
• Prior experience in municipal government or public sector
• Knowledge of city procurement processes and contract management
• Experience with calendar management software and document management systems
• Understanding of city government structure and protocols

Responsibilities

• Assume oversight responsibility for coordinating and managing the daily administrative functions and logistics of the Director's office with wide latitude for independent judgment and initiative
• Serve as primary liaison to all stakeholders in coordinating administrative activities for special events and initiatives
• Plan, prioritize, and adjust internal and external meetings and commitments for the Director with strategic forethought
• Manage the Director's comprehensive calendar, gathering information for appointments independently
• Coordinate, collect, and organize agenda items for meetings, ensuring all materials are available for review prior to scheduled meetings
• Serve as an active participant in weekly team meetings, collaborating effectively with the Director, Chief of Staff, Director's Cabinet, and First Deputy Director
• Manage daily workflow of incoming requests and deliverables while planning and prioritizing activities
• Prepare and organize briefing materials, talking points, presentations, and correspondence
• Assess urgent situations and exercise independent judgment to escalate important priorities to the Director
• Build and maintain professional relationships with internal and external stakeholders
• Manage the Director's travel arrangements, locally and nationally, ensuring priorities are accomplished within established agency and city guidelines
• Perform additional administrative tasks and special projects as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Justice, Public Order, and Safety Activities
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees