Executive Assistant - VID 215378

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Executive Assistant will be a motivated, organized, empathetic professional who will be trusted to represent the interests of the Executive Director and Chief of Staff as well as assist in daily functions of operating the agency. The Executive Assistant will support the Executive Director, Chief of Staff and other members of the Executive team in administrative functions such as scheduling, correspondence management, task and document tracking, and coordination. The Executive Assistant will serve as a leader in planning and preparation for executive, senior, and all large internal staff meetings and is responsible for working with confidential and sensitive information while managing information flow to the Executive Director.Duties include but are not limited to: • Serve as a facilitator for key staff groups including the executive and senior management team.• Perform administrative functions such as managing the Executive Director’s calendar, completing timely travel reports, and providing daily briefings to the Executive Director and the Executive Staff.• Assist the executive management team in communications and operations as well as planning, strategizing, and managing both internal and external projects.• Perform administrative functions related to scheduling executive, all-staff, and external meetings, as well as other high priority stakeholder interactions, including preparing agendas, distributing materials in advance of meetings, preparing meeting minutes or notes, and maintenance of all physical and electronic files, notes, and minutes to facilitate appropriate follow ups and outcomes.• Answer office telephone and provide information to callers, take messages if required, and transfer calls to appropriate individuals.• Organize special meetings and events involving the executive staff, including thorough management of communications to external stakeholders.• Assist the executive management team with the creation of reports for the Executive Chamber, the Legislature, and other high-level stakeholders and government departments/officials• Lead in the planning and preparation for staff meetings including the creation of agendas and supporting materials.• Assist in the cultivation of external relationships.• Serve as a resource to executive management team members in advancing agency priorities and meeting strategic goals.• Develop and implement strategic plans for the agency.• Participate in the design and monitoring of performance management tools and project outcome measurements at the direction of the Executive Director and in coordination with other members of the Finance and Administration team.• Track tasks and support interdepartmental projects.• Perform other duties, special projects, and high priority initiatives as required.

The minimum qualifications required for this vacancy. Minimum Qualifications A bachelor’s degree and two years of relevant experience.**Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional comments regarding the vacancy. Additional Comments NOTE: • Travel may be required (approximately 10%), including during evening and weekends, depending on mission and assignment. • Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required or otherwise demonstrate the capacity to meet the transportation needs of the job. NOTE ON TELECOMMUTING: OPDV employees may be approved for a maximum of 40% telecommuting; however, they are required to apply and obtain approval from management to telecommute in accordance with the agency's Telecommuting Program Guidelines.The Office for the Prevention of Domestic Violence (OPDV) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from all communities to apply.The Office of General Services provides human resources support for the Office for the Prevention of Domestic Violence. To apply for this vacancy, candidates must email a detailed resume providing specific, verifiable information about their qualifying experience to [email protected] and they must reference the above posting number. This must be received in the OGS Division of Human Resources Management by the closing date, or your response will not be considered.New York State is an Equal Opportunity/Affirmative Action Employer.

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