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Executive Assistant

1 month ago

Albany, United States New York State Executive Chamber Full time

Incumbents provide professional, confidential, and administrative assistance and support to principals in the Executive Chamber. Executive Assistants provide support of medium/moderate scope and complexity to principals


Responsibilities

  • Act as primary point of contact for the reporting principal
  • Manage calendar scheduling for meetings, appointments, and conference rooms, including providing appropriate meeting information and zoom links
  • Liaise with other EAs for scheduling coordination
  • Maintain list of internal contacts for the reporting principal
  • Manage phones and incoming calls, take messages, and transfer calls to the appropriate parties
  • Prioritize meetings and coordinating information
  • Meet and greet visitors arriving for meetings
  • Manage email correspondence, as well as any incoming or outgoing mail or materials, and ensure appropriate and timely responses
  • Liaise with appropriate office contacts for any change in scheduling for accuracy
  • Manage and maintain paper and electronic filing systems
  • Make copies of various documents
  • Use various technology applications such as email, word processing, and video conferencing software
  • Operate office equipment such as printers, scanners, and copiers
  • Accurately manage and submit timesheets for reporting principal
  • Make travel arrangements and manage timely submission of expense reports to the designated Chamber Travel Administrator.


Qualifications

  • At least six years of progressively responsible experience serving as administrative support to executive leadership in a large organization.
  • College study may be substituted for up to four years of the required experience.
  • Proficient in Microsoft Office suite
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  • Excellent interpersonal skills and organizational savvy
  • Demonstrate confidentiality and discretion
  • Experience working in a governmental setting and/or interest in New York State Government is preferred.