Executive Assistant

Description

Duties Description

ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time.

Within the Chief Information Office, the incumbent will coordinate administrative activities, provide support to Executive level staff, and will have frequent contact with representatives at all levels, including: The Governor’s Office; Division of the Budget; State Legislature; and other State and Federal agencies. The incumbent will have daily access to highly confidential information and files. Duties include, but are not limited to:

• Manage the general administrative and secretarial activities of the Executive Office;
• Coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to Executive level staff;
• Prepare correspondence for the signature of Executive level staff; this may include formatting and writing correspondence and coordinating information with other ITS staff;
• Receive and screen telephone inquiries from internal ITS staff, other State government officials and the general public responding directly to inquiries or referring them to appropriate staff as necessary;
• Maintain proper supplies for the Executive Office;
• Perform other office support activities (e.g., scanning, photocopying) and related tasks as assigned by Executives;
• Prepare and/or edit reports, memos, letters, press releases and other documents using software related to word processing, spreadsheets, databases and presentations;
• Coordinate and monitor on-going projects, programs and activities of interest and concern to Executives, and maintain contact with program management to ensure the availability of accurate, up-to-date information;
• Coordinate meetings, travel, conferences and organization-wide activities;
  
  

Qualifications

Minimum Qualifications

Two years of executive secretarial or administrative support experience.

Preferred Skills And Experience

• Four years of Executive Assistant or Administrative Support Experience
• New York State experience
• Highly organized and detail orientated;
• Excellent verbal and written skills;
• Highly professional in demeanor. Able to interface easily with people at all levels, including state executives;
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook;
• Knowledge of Microsoft Office 360 and SharePoint;
• Ability to multi-task;
  
  

Additional Comments

Background check and fingerprinting are required.

Generous benefits package, worth 65% of salary, which includes:

• Choice of several low and competitive health insurance plans
• Dental & vision insurance at no additional cost
• Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• Thirteen (13) paid holidays annually
• Up to Thirteen (13) days of paid vacation leave annually
• Up to Five (5) days of paid personal leave annually
• Up to Eight (8) days of paid sick leave annually
• Up to Three (3) days of professional leave annually to participate in professional development
• Tuition reimbursement
• Training & development opportunities