What are the responsibilities and job description for the Executive Assistant to the EVP, MWBD position at Empire State?
*Applicants MUST submit a cover letter with resume to be considered.
*Position expected to work onsite and hybrid consistent with New York State.
BASIC FUNCTION:
Perform the daily administrative functions of the division, including supervising office administrative staff to ensure the efficient functioning of the department. Directly support the administrative duties for the EVP and other department leadership, as assigned.
WORK PERFORMED:
- Maintain Executive Vice President’s heavy calendar in connection to appointments, meetings, conference calls and trainings.
- Answer telephones in a professional and courteous manner, taking accurate and detailed phone messages, respond to general inquiries and refer callers to appropriate person or department.
- Handle scheduling matters in advance: confirm meetings and conference calls, reserve meeting rooms, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, ensure all necessary materials are available prior to meeting.
- Make travel arrangements and ensure that all travel documents are in order and available as needed. Receive, review and submit payment authorization forms, business meal authorization expense reports, pre- travel requests, mileage forms, tax exemption forms, petty cash, purchase requests, and shipping receipts.
- Handle document preparation, spreadsheets, coordination and production. Prepare presentation materials, including PowerPoint, as needed.
- Coordinate with other departments across ESD Corp. and DED as needed to ensure proper handling of paperwork, timely payment of invoices and other policy and procedural tasks as needed.
- Coordinate with the preparation, proofreading, production and distribution of reports, agendas, presentations and other documents as needed.
- Maintain meeting notes. Ensure presentation materials are complete, in order and available in advance of meeting. Ensure materials for meetings are set up as appropriate.
- Maintain confidential files.
- Provide oversight to department administrative support staff and interns
- Work on special projects as assigned by EVP or MWBD department leadership
- Work cohesively with other Executive Directors in supporting department related projects
MINIMUM REQUIREMENTS:
Education level required: Associate degree or Secretarial Business School graduate (or other relevant area.)
Equivalent experience required: 5 years’ administrative experience and working with senior executives; Excellent calendar management and prep skills; Must be organized, calm and professional and exhibit a high level of customer service.
Knowledge and skills: Microsoft Office (PowerPoint, Word, Excel); PeopleSoft a plus. Excellent verbal and written communication skills. Work successfully in a fast-paced environment. Government/Public Sector experience a plus
