Incumbents provide professional, confidential, and administrative assistance and support to principals in the Executive Chamber. Executive Assistants provide support of medium/moderate scope and complexity to principals
Responsibilities
- Act as primary point of contact for the reporting principal
- Manage calendar scheduling for meetings, appointments, and conference rooms, including providing appropriate meeting information and zoom links
- Liaise with other EAs for scheduling coordination
- Maintain list of internal contacts for the reporting principal
- Manage phones and incoming calls, take messages, and transfer calls to the appropriate parties
- Prioritize meetings and coordinating information
- Meet and greet visitors arriving for meetings
- Manage email correspondence, as well as any incoming or outgoing mail or materials, and ensure appropriate and timely responses
- Liaise with appropriate office contacts for any change in scheduling for accuracy
- Manage and maintain paper and electronic filing systems
- Make copies of various documents
- Use various technology applications such as email, word processing, and video conferencing software
- Operate office equipment such as printers, scanners, and copiers
- Accurately manage and submit timesheets for reporting principal
- Make travel arrangements and manage timely submission of expense reports to the designated Chamber Travel Administrator.
Qualifications
- At least four years of progressively responsible experience serving in an administrative support role, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
- College study may be substituted for up to two years of the required experience.
In addition, the ideal candidate will have:
- Experience in managing multi-task, coordinate shifting priorities in a fast-paced environment, deadline-driven environment
- strong problem solving and decision-making skills
- Excellent interpersonal skills and organizational savvy
- Demonstrate confidentiality and discretion
- Experience working in a governmental setting and/or interest in New York State Government is preferred.
