Job Description
Pay Range: $27hr - $28hr Job Overview: Our client is seeking an Assistant to the Executive Assistant/Special Assistant within the Executive Bureau to support the Legislative Affairs team. The selected candidate will work with a high degree of independence and confidentiality while providing professional-level administrative support to Executive Office staff. The candidate must be detail-oriented and able to multitask in a fast-paced environment.
Minimum Candidate Qualifications: - Proof of eligibility to work in New York State.
- A Bachelor's Degree.
- 3+ years of experience providing administrative support in an office setting using the Microsoft Office Suite (including Outlook, Word, and Excel).
- 1+ years of experience using LRS (Legislative Retrieval System) to track legislative bills.
- 3+ years of experience using an executive correspondence system.
Duties include, but are not limited to: - Answers telephone calls and greets visitors and staff in a prompt and professional manner.
- Follows-up on responses to ensure information is completed and received by established deadlines.
- Reviews information upon receipt to ensure completeness and refers it to the Executive Assistant, Special Assistant, and appropriate staff for action.
- Executes Special Assistant directives efficiently and in a timely manner.
- Reviews and makes recommendations to the appropriate staff on responses due or refers responses to the appropriate staff member.
- Researches complex or unusual inquiries and gathers information to support a response by the appropriate staff member.
- At the direction of the Special Assistant, internally shepherds leadership and legislative correspondence.
- Provides assistance to answer telephone calls and responds to questions concerning policy and procedures, referring the most complex technical questions to the appropriate staff member.
- Applies considerable knowledge of computer technology and software applications to prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.
- Drafts confidential and sensitive responses to letters and other correspondence for appropriate staff review and signature.
- Assists with organizing departmental legislative bills and bill position letters.
- Designs and maintains electronic and hard copy correspondence files.
- Schedules meetings, maintains executive staff calendars, arranges travel and hotel accommodations, and processes reimbursements through the financial system.
- Arranges meetings and conference calls and works with subordinate staff to prepare and assemble related materials.
- Opens and reviews incoming correspondence and reports to determine significance and distributes them to executive office staff or the appropriate staff member.
- Willingness to work additional or non-standard hours during the legislative session.
- Prepares and submits required reporting forms and documentation.
- Performs other duties as assigned.
Skill Requirements: - Ability to remain calm under pressure and adapt to last-minute changes.
- Strong attention to detail.
- Ability to work independently.
- Ability to maintain confidentiality.
- Ability to multi-task.
Job Tags
Work at office