Special Assistant to Chief Administrative Officer

City of New York•New York, NY

9h•$86,820 - $100,000•Onsite

About The Position

The New York City Department of Transportation (DOT) provides for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and maintains and enhances the transportation infrastructure crucial to the economic vitality and quality of life of City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment. The Special Assistant to the Chief Administrative Officer (CAO) performs challenging, confidential, and high-level administrative functions for the CAO. The selected candidate will manage the CAOs complex schedule utilizing MS Outlook, prepare meeting agendas, maintain notes and follow ups, revise and/or finalize reports and memos, and various material for her attention in conjunction with the various DOT divisions. This individual will be responsible for liaising with schedulers from the senior staff within the agency, the Mayors Office, other city agencies, and external entities. The selected individual will handle incoming calls, emails, and complaints from the public and use judgment to direct appropriately, with follow-up. This person will prepare prep materials in advance of meetings both internally and externally, organize follow up actions and communicate with high level internal and external executives. This individual will perform a variety of administrative duties and complete special projects and related tasks as needed. The selected candidate will support the Commissioner in all areas when his Executive Assistant is unavailable. This position does require monitoring and responding to emails/phone calls in the evenings and on the weekends.

Requirements

A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and three years of full-time satisfactory experience as a secretary.
An associate degree from an accredited community college with a major in executive secretarial work and two years of full-time satisfactory experience as a secretary.
A baccalaureate degree from an accredited college and one year of full-time satisfactory experience as a secretary.
Education and/or experience equivalent to the above.

Nice To Haves

Experience utilizing MS Outlook for schedule management.
Experience preparing meeting agendas, notes, and follow-ups.
Experience liaising with senior staff, government offices, and external entities.
Experience handling public inquiries and complaints.
Experience preparing meeting materials and organizing follow-up actions.
Experience communicating with high-level executives.
Experience supporting a Commissioner or similar high-level executive.
Ability to monitor and respond to communications in evenings and on weekends.

Responsibilities

Manage the CAO's complex schedule utilizing MS Outlook.
Prepare meeting agendas, maintain notes and follow ups.
Revise and/or finalize reports and memos, and various material for her attention in conjunction with the various DOT divisions.
Liaise with schedulers from the senior staff within the agency, the Mayor's Office, other city agencies, and external entities.
Handle incoming calls, emails, and complaints from the public and use judgment to direct appropriately, with follow-up.
Prepare prep materials in advance of meetings both internally and externally.
Organize follow up actions and communicate with high level internal and external executives.
Perform a variety of administrative duties and complete special projects and related tasks as needed.
Support the Commissioner in all areas when his Executive Assistant is unavailable.
Monitor and respond to emails/phone calls in the evenings and on the weekends.