Executive Assistant to the Deputy Commissioner

$66,349 - $99,190/Yr

City of New York

Full-time - Entry Level

Remote

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant to the Deputy Commissioner serves as a vital administrative support role within the Department of Transportation, specifically for the Chief Operations Officer of the Staten Island Ferry. This position is responsible for managing the administrative functions of the office, ensuring that operations run smoothly and efficiently. The Executive Assistant will oversee the office of the Chief Operations Officer/Deputy Commissioner, which includes greeting and managing visitors, answering incoming calls, and providing accurate information to other agencies and public entities. The role requires a high level of organization and the ability to handle multiple tasks simultaneously, as well as maintaining confidentiality in all matters. In addition to managing calendars for senior staff, including scheduling meetings and coordinating conference room usage, the Executive Assistant will oversee the divisional messenger service and serve as an escort to meet U.S. Coast Guard security requirements when necessary. The position also involves receiving and distributing mail, drafting correspondence, scanning documents, and making copies. As the division's Travel Coordinator, the Executive Assistant will manage travel arrangements and oversee the disbursement and reconciliation of petty cash, Metrocards, and other fiscal responsibilities. This includes processing invoices and issuing permits to clients wishing to conduct business within terminals and aboard vessels. The Executive Assistant will also be responsible for maintaining office equipment, coordinating division blood drives, and ordering supplies. This role requires a proactive approach to keeping records and maintaining files, as well as providing executive support for other division directors and managers as needed. The position reports directly to the Chief of Staff and requires a candidate who is highly organized, possesses exceptional communication skills, and has a keen attention to detail.

Responsibilities

• Oversee the office of the Chief Operations Officer/Deputy Commissioner.
• Greet and manage visitors, answer incoming telephone calls, take messages, and direct calls.
• Manage calendars for Senior Staff, including permits, conference rooms, remote work, and vacation calendars.
• Schedule meetings for the Chief Operations Officer/Deputy Commissioner and Senior Staff.
• Oversee divisional messenger service and serve as an escort to meet USCG's security requirements.
• Receive and distribute mail, draft correspondence, scan documents, and make copies.
• Serve as the division's Travel Coordinator.
• Oversee disbursements and reconciliation of petty cash, Metrocards, and other fiscal work.
• Process invoices and distribute Sea Service letters.
• Issue permits to potential clients wishing to conduct business within terminals and aboard vessels.
• Process requests for action involving the IT&Telecom team, including completing associated documentation.
• Oversee issuance and maintenance of cellphones and other wireless handheld devices.
• Maintain office equipment and coordinate Division Blood Drives.
• Order, receive, and distribute supplies for the office.
• Keep records and maintain files.
• Provide executive support for other division directors and managers as needed.

Requirements

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Education and/or experience equivalent to the above, with all candidates required to possess the 18 months of administrative, managerial, executive or supervisory experience.

Nice-to-haves

• Highly organized with exceptional communication skills.
• Keen attention to detail and ability to maintain confidentiality.
• Flexibility with changing priorities.
• Excellent written communication skills.
• Familiarity with Microsoft Word, Excel, and PowerPoint.

Benefits

• Public Service Loan Forgiveness eligibility for federal loan forgiveness programs and state repayment assistance programs.