Executive Assistant

$64,137 - $73,758/Yr

City of New York - New York, NY

Full-time - Entry Level

New York, NY

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant position at the Administration for Children's Services (ACS) in New York City is a vital role that supports the Division of Child Protection (DCP). The DCP is responsible for investigating allegations of child abuse and maltreatment, and the Executive Assistant will work closely with the Associate Commissioners to ensure smooth operations within the division. The selected candidate will be tasked with a variety of administrative functions that are crucial for the effective functioning of the DCP. This includes managing communications, scheduling, and documentation, all of which are essential for supporting the Deputy Commissioner and the various borough and program offices. The Executive Assistant will be responsible for responding to telephone calls, screening calls, and facilitating communication with the Associate Commissioners. Maintaining the Associate Commissioners' Outlook calendar is a key responsibility, as it involves scheduling meetings and notifying them of upcoming appointments. The role also includes the collection and distribution of materials to Assistant/Borough Commissioners and leadership within the boroughs, ensuring that all necessary documents are organized and accessible. In addition to these tasks, the Executive Assistant will prepare materials for meetings, including agendas and reports, and will be responsible for taking minutes during meetings held by the Associate Commissioners. The position requires a high level of organization and attention to detail, as the Executive Assistant will maintain extensive files and an official directory, ensuring that all information is current and accurate. Ordering and preparing supplies is also part of the role, contributing to the overall efficiency of the office.

Responsibilities

• Respond to telephone calls by taking messages, transferring calls, providing information, and screening calls to facilitate communication with the Associate Commissioners.
• Maintain the Associate Commissioners' Outlook calendar to determine availability, schedule meetings, and notify of upcoming appointments.
• Collect and distribute materials and other documents to Assistant/Borough Commissioners and leadership within the boroughs.
• Manage incoming, outgoing, and interoffice mail for the Associate Commissioners to facilitate communication.
• Prepare materials for meetings by collecting and preparing the agenda, printing, and assembling materials.
• Prepare correspondences, promotional transmittals, charts, reports, and appropriate forms for the Associate Commissioners.
• Schedule meetings, interviews, and appointments for the Associate Commissioners.
• Prepare minutes of meetings held by the Associate Commissioners.
• Maintain the official directory by receiving change notices and updating the database to ensure accuracy.
• Maintain extensive files for the Associate Commissioners.
• Order, prepare, and receive supplies and materials.

Requirements

• A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty.
• An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of administrative supervisory experience.
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of administrative supervisory experience.
• Education and/or experience equivalent to the above, with the requirement that all candidates must possess one year of administrative or supervisory experience.