Agency Description:
The New York City Department of Small Business Services (SBS) helps unlock economic potential and create economic security for all New Yorkers by connecting New Yorkers to good jobs, creating stronger businesses, and building a fairer economy in neighborhoods across the five boroughs.

New York City is a leader in building and supporting neighborhoods that thrive and innovate. SBS’s Neighborhood Development Division (NDD) assists in the creation and viability of community-based development organizations (CBDOs) that advance the growth of commercial districts across the five boroughs. We work with CBDOs to build vibrant neighborhoods where New Yorkers can shop, work, and live by:
- Overseeing the largest network of Business Improvement Districts (BIDs) in the country
- Offering training, tools, and one-on-one assistance to local community-based organizations
- Administering grant programs to strengthen and revitalize commercial districts
- Working with community partners to identify local commercial district needs and plan targeted solutions

Job Description:

SBS’ Neighborhood Development Division (NDD) is seeking an Executive Administrative Assistant to support the Deputy Commissioner and the entire division with administrative tasks. In this capacity, the Executive Administrative Assistant will:

- Manage schedules for the Deputy Commissioner, and manage division-wide calendars and scheduling
- Manage correspondence addressed to the Deputy Commissioner, and monitor written and electronic correspondence directed toward general NDD inboxes
- Answer the Deputy Commissioner’s phone, monitor voicemail and messages, and assist with prioritizing time sensitive communication
- Assist the division with day-to-day duties, including scheduling team and division-wide meetings, finding and securing available conference rooms, answering phones, and compiling necessary preparatory materials
- Prepare for monthly all staff meetings, including working with senior staff to prepare agenda, queue up presentation materials, and assist with broader team building or morale building activities
- Maintain and update division contact lists, organization charts and e-mail distribution lists across all agency platforms
- Assist with the hiring and onboarding of new staff, including interacting with HR, IT, and facilities, to ensure workspace is prepared and that employees feel welcomed
- Coordinate internal and external communications for the division, including assisting with writing and compiling weekly updates, reports, and presentations as needed
- Provide clerical support, maintain files and division databases, and monitor and order office supplies as needed
- Work with program teams and the agency’s communications team to proactively monitor, create, edit, and update the division’s written and visual content on the website, social media channels, and printed collateral
- Assist with preparing travel arrangements, speaking engagements, and/or professional development opportunities for Deputy Commissioner and division staff
- Assist with maintaining an orderly and positive office environment for the division, including working with the Deputy Commissioner and senior staff to proactively maintain the division’s culture and positive morale, and to assist with planning social events and celebratory occasions
- Assist all program teams with logistical support for staff recruitment, hosting or facilitating any internal/external events or workshops, ensuring WFH logs are updated daily, preparing needed collateral, mailings, copy editing, reviewing proposals, and other special projects as assigned

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

- 2 years of Administrative work - Excellent organizational and time management skills - Excellent verbal and written communication skills - Discretion and excellent judgment - Proactive approach and positive attitude - Excellent MS Word, Excel, PowerPoint and Outlook skills - Data analyses and reporting experience a plus - Prior experience in Survey Monkey, Smartsheets, Adobe Creative Suite, Box, or Teamsite a plus

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.