Executive Assistant to the Commissioner, MOME

City of New York - New York, NY

Full-time

Remote - New York, NY

Executive, Legislative, and Other General Government Support

About the position

The Mayor's Office of Media and Entertainment (MOME) is dedicated to supporting and enhancing New York City's creative economy, ensuring that it is accessible to all residents. The agency is composed of four key divisions: the Film Office, which facilitates film and television production in public spaces; NYC Media, recognized as the largest municipal television and radio broadcasting entity in the United States; Creative Sector Programs, which focuses on workforce development across various creative industries including film, television, theater, live performance, music, publishing, advertising, and digital content; and the Press Credentials Office, responsible for issuing press cards. More information about the agency can be found on their official website: www.nyc.gov/mome. The Executive Assistant to the Commissioner will operate under general supervision, exercising independent judgment in various tasks. This role is pivotal in maintaining the Commissioner's schedule, managing meetings, handling correspondence, and providing comprehensive support for the Commissioner's operational needs. The position requires a full-time on-site presence, as it is not eligible for remote work or a compressed schedule. The Executive Assistant will be responsible for a variety of tasks that ensure the smooth functioning of the Commissioner's office, including managing the calendar, cultivating relationships with internal and external partners, and ensuring timely communication. This role is essential for the effective management of the Commissioner's IT needs, meeting notes, expense paperwork, and the organization of files and documents. Additionally, the Executive Assistant will collaborate with the team to plan and execute special projects, manage logistics, and support management with various administrative duties.

Responsibilities

• Manage calendar and schedule for the Commissioner
• Cultivate relationships with internal and external partners, including industry partners, MOME's divisions, procurement, IT, and partner agencies
• Answer phones, draft correspondence on behalf of the Commissioner as requested
• Ensure all correspondence/communications are responded to in a timely and professional manner
• Prioritize incoming correspondence and escalate to appropriate staff or for the Commissioner
• Manage Commissioner's IT needs including setting up video calls, implementation of new systems, troubleshooting and general assistance with computer, cell phone etc
• Take meeting notes
• Prepare summary reports
• Handle confidential matters
• Manage expense paperwork
• Create, organize, and maintain files, records, and documents
• Help identify, recommend, and implement new processes
• Perform data entry and maintain databases as requested
• Collaborate with team to plan and execute special projects managing logistics effectively
• Support management and aid with other various administrative duties
• Perform special projects and all other duties as assigned

Requirements

• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above
• Education and/or experience which is equivalent to the above