Executive Assistant to The Deputy Commissioner

4 weeks ago

Manhattan, United States NYC Careers Full time

**Executive Assistant to the Deputy Commissioner, Enforcement**:

- Apply**Executive Assistant to the Deputy Commissioner, Enforcement**:

- Agency: DEPARTMENT OF BUILDINGS
- Posted on: 05/30/2024- Job type: Full-time

Location

MANHATTAN
- Title Classification: No exam required

Department

Ad Exc Enforcement
- Salary range: $55,931.00 - $95,951.00- The NYC Department of Buildings is responsible for ensuring the safe and lawful use of buildings and properties by enforcing the NYC Construction Codes, Energy Code and Zoning Resolution. We facilitate compliant development with integrity, efficiency and professionalism. We are committed to becoming a premier municipal building organization, dedicated to enhancing the quality of life for all New Yorkers and making our city safer. We are committed to improving our performance and developing procedures that are streamlined, understandable and transparent.
- Under direction, performs highly confidential and exceptionally difficult and responsible administrative work directly for the Deputy Commissioner, Enforcement.- Manages multiple projects for the Deputy Commissioner simultaneously, including planning, coordination with stakeholders, follow-up, and reporting.
- Engages in research activities to compile and arrange data for the expeditious consideration and determination of policy questions.
- In partnership with Human Resources (HR) Relationship Manager, assists managers in the Enforcement Bureau with recruitment, onboarding, retention, exits, employee relations, and other personnel matters. Follows-up with managers in order to fill vacancies and appropriately address personnel matters. Ensures that personnel forms are completed correctly, submit such forms to HR Relationship Manager.
- Handles extremely important, complex, and confidential materials.
- Records the proceedings of meetings and conferences, and prepares the agenda, spreadsheets and presentations and makes all necessary arrangements for the same.
- Oversees teleconference set-ups, answers phones, routes inquiries and handles complaints.
- Reviews, prioritizes, and handles correspondence. Screens telephone calls, messages and
- incoming written materials. Monitors and tracks follow-ups on critical notifications.
- Manages the Deputy Commissioner's schedule, handling Outlook calendar and creating meeting invites.
- Keeps the Deputy Commissioner informed of pending matters and appointments.
- Prepares and edits reports, memoranda, and announcements.
- Organizes and maintains the Deputy Commissioner's private files.
- Prepares purchase requests. Maintains supply and equipment inventories.
- Coordinates vacation schedules of senior personnel.
- Assists managers in the Enforcement Bureau with special projects as assigned.
- Plans, assigns, and reviews the work of subordinates (as assigned) and is responsible to the Deputy Commissioner for the satisfactory completion of the work assigned.

MINIMUM QUALIFICATION REQUIREMENTS
- 1. A baccalaureate degree from an accredited college or university; or
- 2. An associate degree from an accredited college or university and two (2) years of experience as a confidential assistant, executive assistant or secretary; or
- 3. A four-year high school diploma or its educational equivalent and four (4) years of experience as described in “2” above.
- SALARY INFORMATION
- The salary range for this position is $55,931-$107,994.Preferred Skills- Computer literacy - Working knowledge of Microsoft Office with proficiency in Outlook, Word, and Excel - Ability to utilize databases - Excellent written and verbal communication skills - Strong organizational skills - Ability to work independently and as member of a team - Ability to organize and manage workload that has multiple priorities- Residency RequirementNew 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 InformationThe 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.

Preferred Skills- \tComputer literacy
- \tWorking knowledge of Microsoft Office with proficiency in Outlook, Word, and Excel
- \tAbility to utilize databases
- \tExcellent written and verbal communication skills
- \tStrong organizational skills
- \tAbility to work independently and as member of a team
- \t

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