Under the direction of the Chief External Affairs Officer, Office of External Affairs (OEA), with wide latitude for independent judgement and initiative performs difficult and responsible specialized administrative and other support functions for the executive office. The Executive Assistant is a key member of the support team of the DSS Chief External Affairs Officer, supporting the entire division and its 500+ staff with critical strategic initiatives and operational needs based on agency priorities. The Executive Assistant is responsible for administrative, reporting, logistical and other support functions for the Chief External Affairs Officer and the OEA leadership team.

The Office of Constituent Services is recruiting for one PAA level III to function as an Executive Assistant to the Chief External Affairs Officer, who will:

- Be responsible for providing administrative support for the Chief External Affairs Officer (CEAO) and the External Affairs Leadership team. This includes drafting memos, emails, reports, and presentations; using critical thinking skills to manage the CEAO calendar and providing coverage for the CEAO's telephone.

- Develop and coordinate report updates for timely submission (Policy Action Updates, EEO Quarterly Report, others).

- Monitor and coordinate periodic contact updates for the External Affairs Contact Database.

- Support with research and gathering of materials for CEAO. Senior Advisor and Strategic Initiates Specialist in preparation for meetings.

- Coordinate the development of meeting agendas and records minutes for key meetings.

- Manage meeting and event logistics such as scheduling, room reservation and participant inclusion.

- Serve as a liaison to other DSS/HRA/DHS offices on routine administrative matters. Also liaise with GSS and ITS to ensure CEAO and OEA leadership team technology and space needs are met. This includes cubicle relocation and computer, telephone, and mobile device maintenance.

- Order and track office supplies and electronic equipment requests.

- Update and monitor the OEA leadership team leave calendar and gathers leave documentation for CEAO review and files accordingly.

- Process incoming and outgoing correspondence, including distribution of materials to appropriate persons and maintenance of a log of selected items. Also, ensure the appropriate
handling and control of all confidential documents.

- Process eSlF, petty cash requests, for the CEAO Office.

- Process out-of-city travel submissions. Arrange hotel and airline/rail reservations.

- Perform other duties as assigned

1. 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; or
2. 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 the administrative supervisory experience described in "1" above; or
3. 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 the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

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.