NY HELP No Agency Empire State Development, NYS Title Executive Assistant, Workforce Development Occupational Category Other Professional Careers Salary Grade NS Bargaining Unit None listed Salary Range From $58300 to $60049 Annually Employment Type Full-Time Appointment Type Permanent Jurisdictional Class Non-competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.5 Workday From 9 AM To 5:30 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? No County Albany Street Address 625 Broadway City Albany State NY Zip Code 12245 Duties Description *Applicants MUST submit a cover letter with resume to be considered.*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.BASIC FUNCTION:Provide administrative support to the VP and Department Staff to facilitate the efficient and effective operation of the department and enhance operations of the department as needed. Works as part of the project team for Project Manager(s), as needed.WORK PERFORMED:· Screen and manage telephone calls in a professional and courteous manner, prioritization, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.· Handle all scheduling matters, confirm meetings, and conference calls, reserve meeting rooms, provide for building security clearance, ensure that external visitors are greeted and escorted into and out of the office, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and ensure all necessary materials are available prior to meeting.· Maintain VP's calendar in connection to appointments, meetings, conference calls and trainings.· Provide discreet handling of sensitive and confidential information.· Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.· Prepare expense reports for VP in a timely manner, ensuring all required supporting documentation is included.· Receive, review, and submit payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage forms, tax exemption forms, petty cash, purchase requests.· Create, organize, and maintain the filing system for records, correspondence, and other related materials. Review files periodically and screen for materials that can be disposed of according to file/document retention guidelines.· Prepare draft memoranda, correspondence, reports, worksheets, etc. using Microsoft Office software products.· Maintain assignment log and send reminders to meet project assignment deadlines.· Handle document preparation, spreadsheets, and coordination for VP presentations as needed.· Coordinate Department marketing and outreach events to promote programs. Work directly with Vice President on speaking events, marketing, and publicity. Ensure marketing collateral is distributed through various external stakeholders. Represent agency at events.· Complete special projects as required. Minimum Qualifications Education Level Required: Associate degree. Extensive direct experience can substitute for degree requirement.Equivalent Experience: Five years of administrative experience supporting executive management.Skills Required: Strong written and oral communication skills are required. Must be detail oriented and highly organized with strong follow up skills. Must have ability to handle multiple changing priorities and effectively anticipate needs of management. Must be able to manage work proactively, efficiently, and effectively, and with tenacity. Take charge of complex scheduling and travel arrangements. Highly proficient with Outlook, Excel, PowerPoint, and Word, as well as with CRM tools and databases. Excellent presentation preparation skills. Must be able to work well collaboratively and independently and must be energetic, with a pleasant demeanor and good sense of humor. Additional Comments Salary range as specified.Comprehensive Benefits Package. Some positions may require additional credentials or a background check to verify your identity. Name Janelle Mofsenson – Talent Acquisition, Human Resources Telephone N/A Fax N/A Email Address resumes@esd.ny.gov Address Street 655 Third Avenue City New York State NY Zip Code 10017 Notes on Applying External Candidates: Please attach cover letter and resume. To apply copy & paste URL in browser: https://bit.ly/3APr8cp Internal Candidates: Please apply through ADP using the Myself/Talent menu and submit your cover letter and resume for considerationWE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY