The Liro Group - Albany, NY
posted 3 months ago
We have an immediate need for an Executive Assistant in Albany, NY. This position is crucial as it provides direct assistance to the Executive Staff of Design and Construction. The Executive Assistant will work closely with other Executive Assistants in the Design and Construction (D&C) department, coordinating administrative activities for the Executive Office. This role involves frequent contact with representatives at all levels, including D&C staff, the Office of the OGS Commissioner, the Governor's Office, and other State and Federal agencies, as well as consultants and contractors. The Executive Assistant will act as the point of contact among executives, employees, clients, and other external partners, ensuring smooth communication and efficient operations within the office. The responsibilities include managing the Executive team calendars, which involves day-to-day scheduling, site visits, regional meetings, and external meetings. The Executive Assistant will also coordinate the development of PowerPoints, talking points, and other required preparation materials. Organizing all-employee conferences and events is another key responsibility, along with taking meeting minutes and notating action items. The role requires maintaining Executive Office supplies and performing support functions such as scanning, copying, and other related tasks. Additionally, the Executive Assistant will spearhead All Employee Webinars, facilitating preparation meetings, brainstorming content, and running the meetings when presented. The position demands proactive management of the Executives' calendars to avoid conflicts, scheduling meeting rooms, and coordinating large meetings, including logistics such as room location, food, IT, and agenda management. Travel coordination for Executives is also a significant part of the role, which includes managing itineraries, hotel reservations, and travel expenses. The Executive Assistant will represent the Executive Staff in meetings as appropriate and prepare correspondence for the signature of Executive level staff, all while managing sensitive and confidential information professionally. The role requires the ability to complete assigned tasks with little direction and oversight, demonstrating initiative and proactive workload management.