Senior Executive Administrative Assistant

City of New York•New York City, NY

About The Position

The New York City Employees’ Retirement System (NYCERS) is seeking an experienced, reliable, and detail-oriented Senior Executive Administrative Assistant to provide high-level administrative support to the Executive Director, Chief of Staff, and Chief Operating Officer. This role serves as a key point of contact between NYCERS executives, the Board of Trustees, internal staff, NYCERS members, members of the public, and other external stakeholders. The ideal candidate is highly organized, self-motivated, discreet, and capable of anticipating executive and organizational needs in a fast-paced environment. The position also provides leadership and supervision to administrative staff within Executive Operations, ensuring efficient workflows, high-quality work product, and consistent administrative support to the Executive team.

Requirements

Demonstrated experience providing high-level administrative support to senior executives.
Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Proven ability to handle sensitive information with discretion, confidentiality, and professionalism.
Proficiency in the full Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to anticipate business needs, streamline processes, and work independently with minimal supervision.
Professional demeanor, strong ethical judgment, and commitment to public service.

Responsibilities

Provide high-level administrative support to the Executive Director, Chief of Staff, Chief Operating Officer, and, as needed, other members of the Executive team.
Serve as a primary liaison between executives and the NYCERS Board of Trustees, internal staff, members, and external stakeholders.
Support Board of Trustees meetings, including managing the Trustee Portal; preparing, proofing, and uploading agendas and materials; scheduling stenographers; and coordinating related logistics as directed.
Assist with the preparation of letters, memoranda, reports, and presentations for review by the Board of Trustees, committees, and executives.
Coordinate and schedule meetings for executives; prepare materials and provide logistical support as needed.
Take meeting minutes; collect, edit, and finalize minutes prepared by others; track action items; and independently follow up as appropriate.
Manage logistics for conferences, trainings, and special events, including travel arrangements an accommodation.
Develop, distribute, and track surveys and training registrations for trustees and executives.
Maintain organized electronic filing systems for Executive team records, documents, and reports.
Order supplies and meals for Board, investment, and other NYCERS meetings; reconcile related purchases.
Manage procurement cards; reconcile expenditures with cardholders; and prepare invoices for approval
Open, review, analyze, and distribute incoming correspondence.
Answer and route inquiries addressed to the Executive Director; route calls appropriately; take messages; and greet scheduled visitors.
Supervise, mentor, and lead administrative staff within Executive Operations, including assigning work, setting priorities, reviewing work product, providing guidance and feedback, and supporting staff development to ensure high-quality executive administrative support.
Participate in the hiring, onboarding, training, and performance evaluation of administrative staff, as assigned.
Perform general executive administrative support duties as required.