Senior Executive Support Specialist

2 weeks ago

Burbank, California, United States New York City Economic Development Corporation Full time

Vision: To establish New York City as the leading example of inclusive innovation and economic advancement, driven by the diverse population and enterprises within the city.

Mission: To foster a dynamic, inclusive, and globally competitive economy that benefits all residents of New York City.

Position Overview: The Executive Assistant is responsible for providing high-level administrative support to the Executive Management team. This role demands exceptional attention to detail, a strong sense of confidentiality, and the ability to manage urgent matters effectively. The ideal candidate will exhibit flexibility, outstanding interpersonal skills, and experience in project coordination, while collaborating efficiently with various levels of management and external stakeholders.

Key Responsibilities:

  • Act as the primary coordinator for the calendars and schedules of designated Executive Team members, with the potential to cover for other staff as necessary.
  • Collaborate with the Vice President of Special Projects and the Executive Assistant team to ensure alignment on priorities and effective execution of tasks.
  • Engage in weekly calendar reviews to optimize scheduling.
  • Manage telephone and email communications, ensuring timely and appropriate responses.
  • Oversee the management of contacts for principals.
  • Keep principals informed of schedule changes and ensure punctuality.
  • Coordinate the preparation of briefing and presentation materials.
  • Timely preparation and processing of expense reports for principals.
  • Arrange comprehensive travel logistics for principals and provide support for direct reports as needed.
  • Ensure the timely collection and return of documents requiring principals' signatures.
  • Handle daily mail distribution for principals.
  • Manage timekeeping for principals and direct reports as assigned.
  • Undertake special projects and project coordination as directed.

Office Support:

  • Collaborate with the Executive Assistant team, MIS, Records Management, and Administrative Services to enhance front office operations.
  • Provide logistical support for meetings in the Executive Office, including conference room reservations, setup and breakdown, audiovisual requirements, and catering as requested.
  • Coordinate with the Executive Assistant team to procure office supplies.
  • Plan and organize events and projects related to the Executive Office as directed (e.g., staff retreats, leadership meetings, commemorative events).
  • Maintain awareness of key projects and initiatives to promote interdepartmental communication as outlined by the Executive Office.

Qualifications:

  • High School Diploma or equivalent.
  • Extensive proficiency in Microsoft Office Suite.
  • A minimum of 5 years of relevant experience.
  • Demonstrated interest in enhancing innovation in administrative management and project coordination.
  • Technologically adept.
  • Availability to work evenings as required.
  • Residence in New York City is mandatory within a specified timeframe post-hire.

About Us: The New York City Economic Development Corporation is a nonprofit organization dedicated to fostering a vibrant, inclusive, and globally competitive economy for all New Yorkers. Our comprehensive approach focuses on four main strategies: enhancing confidence in NYC as a premier business destination; promoting innovative sectors with an emphasis on equity; developing neighborhoods as desirable places to live, learn, work, and play; and delivering sustainable infrastructure for the future economy.

Benefits: NYCEDC is committed to providing competitive benefits to support employee well-being and work-life balance, including:

  • Employer-subsidized health insurance.
  • Medical, dental, and pharmacy plans.
  • Vision and hearing benefits.
  • Flexible spending accounts for healthcare and dependent care.
  • Short-term and long-term disability coverage.
  • Comprehensive life insurance coverage.
  • Generous vacation policy.
  • Parental leave.
  • Retirement savings programs.
  • Tuition reimbursement.
  • Continuing education and professional development opportunities.
  • Employee discounts and wellness programs.

NYCEDC is an Equal Opportunity Employer, committed to fostering a diverse and talented workforce.

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