Senior Executive Assistant (Special Assistant)
Information Technology Services, Office of
Albany, NY
Senior Executive Assistant (Special Assistant) Location Albany, NY : Bachelor's degree and three years of executive secretarial or administrative support experience, including at least one year of supervisory experience.
- Substitutions: four years of specialized experience or associate 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. Preferred skills and experience: ? Highly organized and detail orientated; ? Excellent verbal and written skills; ? Highly professional in demeanor. Able to interface easily with people at all levels, including state executives; ? Proficiency in Microsoft Word, Excel, PowerPoint, Outlook; ? Knowledge of Microsoft Office 360 and SharePoint; ? Ability to multi-task; Duties Description This position will report directly to the New York State (NYS) Chief Information Officer (CIO) or to another member of the Executive team within the Office of Information Technology Services (ITS). The incumbent will coordinate administrative activities, provide support to Executive level staff, and will have frequent contact with representatives at all levels, including: the Governor's Office; Division of the Budget; State Legislature; and other State and Federal agencies. The incumbent will have daily access to highly confidential information and files. Duties include, but are not limited to:
- Act as the point of contact among executives, employees, clients and other external partners
- Increased role in supporting Executive suite expansion and assisting new Executive team members with agency processes, contacts, and general rules ensuring a smooth transition and and corresponding increase in coordination.
- Increased role in supporting public speaking engagements and coordinating Executive team powerpoints, speeches, and other public speaking materials
- Assist in maintaining Executive support for employees of the agency and maintaining overall morale
- Perform the general administrative and secretarial activities of the Executive Office;
- Coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to Executive level staff;
- Prepare correspondence for signature of NYS CIO and other Executive level staff; this may include formatting and writing correspondence and coordinating information with other ITS staff;
- Receive and screen telephone inquiries from internal ITS staff, other State government officials and the general public responding directly to inquiries or referring them to appropriate staff as necessary;
- Greet visitors to the Executive Office;
- Organize and set the priorities of work to be accomplished on a daily or weekly basis. This may involve working intensely with Executive level staff to clarify the work to be organized and produced, and schedule the use of meeting rooms and maintain the calendar for multiple ITS Executives;
- Maintain proper supplies for the Executive Office;
- Perform other office support activities (e.g., scanning, photocopying) and related tasks as assigned by Executives;
- Manage sensitive, confidential information in an appropriate and professional manner;
- Prepare and/or edit reports, memos, letters, press releases and other documents using software related to word processing, spreadsheets, databases and presentations;
- Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned;
- Coordinate and monitor on-going projects, programs and activities of interest and concern to Executives, and maintain contact with program management to ensure the availability of accurate, up-to-date information and the completion of assignments by Executive Staff at the request of the CIO;
- Coordination of all meeting rooms to include: managing the reservations and organizing room set-up (tables, chairs, food, it, etc.) organized and coordinated domestic travel including flight tickets, agendas, itineraries, and presentations for members as needed.
- Function as the lead secretarial support for the ITS Executive Offices. This includes coordinating secretarial coverage and time off, drafting and reviewing secretarial workflow procedures for secretarial workload, and assisting in prioritizing workload in accordance with CIO's priorities.
- Choice of several low and competitive health insurance plans
- Dental & vision insurance at no additional cost
- Membership in the NYS Retirement System
- Deferred Compensation Investment Plan
- Thirteen (13) paid holidays annually
- Up to Thirteen (13) days of paid vacation leave annually
- Up to Five (5) days of paid personal leave annually
- Up to Eight (8) days of paid sick leave annually
- Up to Three (3) days of professional leave annually to participate in professional development
- Tuition reimbursement
- Training & development opportunities
Posted 2025-07-29
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