Special Assistant

City of New York•New York, NY

About The Position

DCAS Real Estate Services (RES) manages the acquisition, disposition, and reallocation of New York City real property. Its responsibilities include overseeing commercial rental and surplus real estate, negotiating and administering private-property leases for City agencies, overseeing leased-office design and build-outs, and strategically managing the City’s leased and owned office portfolio. The Special Assistant provides executive-level administrative and operational support to the Deputy Commissioner, Chief of Staff, and Executive Office of RES. The role supports the office’s daily operations through calendar and correspondence management, meeting and event coordination, purchase-order processing, preparation and routing of contracts and lease documents for signature, human-resources support, confidential recordkeeping, and communication across RES units.

Requirements

Meet the stated civil-service eligibility condition: permanent employees in the title or a comparable title, or candidates reachable on the civil service list.
Possess one year of administrative experience or supervisory experience overseeing staff performing clerical/administrative work of more than moderate difficulty.
Qualify through one of the stated education and experience paths: a bachelor’s degree and two years of progressively responsible clerical/administrative experience; an associate degree or 60 college credits and three years of such experience; a high school diploma or equivalent and four years of such experience; or equivalent education and/or experience.
Education above high school may substitute for general clerical/administrative experience at 30 college credits for six months of experience, up to a maximum of three years; it cannot substitute for the required year of administrative or supervisory experience.

Responsibilities

Provide special assistance to the Executive Office in its everyday activities.
Manage scheduling for the Deputy Commissioner’s internal and external meetings, conference calls, and events.
Serve as the first point of contact for scheduling and routine Executive Office inquiries; coordinate with the Chief of Staff to manage access to the Deputy Commissioner and route substantive matters appropriately.
Support the Human Resources Business Partner and Chief of Staff with RES human-resources functions.
Print, scan, and file unit documents.
Create and process purchase orders for RES needs.
Coordinate logistics for senior staff and unit-wide meetings and events, including room reservations, catering, and materials.
Assist in obtaining all required signatures for contracts, leases, and amendments.
Prepare and maintain contracts, leases, and amendments for the Deputy Commissioner’s signature.
Maintain organized electronic and physical Executive Office records, including shared drives, distribution lists, and contact lists.
Assemble agendas, attendee lists, and staff-provided documents for the Deputy Commissioner’s meetings.
Support smooth day-to-day communication within the unit.
Perform related duties in support of unit goals.
Assist with the Deputy Commissioner’s travel arrangements.
Provide writing and editing support.
Provide special assistance to top management on assignments and projects.
Manage and respond to incoming RES correspondence emails.
Handle confidential and pre-decisional information with discretion.