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Executive Assistant

4 months ago

Manhattan, United States New York City, NY Full time

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

Career Services offers Cash Assistance clients opportunities to help them increase their job skills and build a career that will lead to success and financial security. HRA's Career Services works closely with clients to find opportunities that match their skills, needs, and career goals, and help them work toward opportunities to grow and build a successful career. Career Services is comprised of four (4) units who work cohesively to effectively carry out its core mission. Career Services is comprised of the following units: Provider, Client and Business Services, Education and Youth Services, Systems Innovation and Engagement and Contracts, Budgets and Special Projects.

Career Services is recruiting for one (1) Principal Administrative Associate III to function as an Executive Assistant, who will:

* Manage comprehensive calendars: scheduling appointments, meetings, interviews, events, and anticipating needs for the Deputy Commissioner and other key members of the Deputy Commissioner's office.
* Liaison with elected officials' offices, community-based organizations and general public to assist with addressing client issues and agency business practices.
* Ensure Deputy Commissioner's schedule is managed to allot for an efficient, calm, and productive work schedule.
* Oversee the Deputy Commissioner's travel needs including coordinating, booking, and submitting travel packages.
* Provide administrative support, including scheduling meetings, and office management.
* Ensure that the Deputy Commissioner have all relevant materials in advance of their meetings and events.
* Work with DSS, coordinate all office management request such as technology needs, facilities, office supplies and logistic support for large scale meetings such as senior staff that may requires catering and working with external speakers.
* Collect and edit briefing materials, talking points, presentations, and correspondence to ensure accurate and effective communication.
* Address a broad range and high volume of priorities, questions, and issues as they arise from both internal and external staff members and clients, and accurately determine the appropriate follow up action. This can often involve urgent and sensitive information; escalate to upper management when needed.
* Support the Deputy Commissioner with managing internal and external priorities.
* Be able to perform complex tasks with limited supervision as well as meet deadlines and manage multiple priorities in a timely manner.
* Document and facilitate complaints routed to the Deputy Commissioner.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or

3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;

4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

* Excellent oral and written communication skills. - Ability to think creatively and develop solutions to intricate problems. - Ability to work independently and within a fast-paced environment, as well as thrive in a collaborative team environment. - Proficiency in Microsoft Excel and basic descriptive statistics. - Exceptional interpersonal skills and judgement.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.