Administrative Assistant

OFFICE OF THE MAYOR; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

The New York City Mayor’s Office is seeking an Administrative Assistant to support the Chief of Staff's Office, coordinate calendars for three Deputy Chiefs of Staff, and assist the Mayor's advance team. The role requires strong organizational skills, discretion, and proficiency in Microsoft Office; residency in NYC is required within 90 days; bachelor’s degree and 0–3 years of experience are expected.

Skills include communications, multi-tasking, and the ability to work a flexible schedule.

Qualifications

• Bachelor’s degree is required.
• 0–3 years of experience in administration or related fields.
• New York City residency within 90 days of appointment.
• Familiar with NYC government and elected officials.
• Experience scheduling for executive leadership is preferred.

Responsibilities

• Manage and maintain structured calendars for the Mayor’s three Deputy Chiefs of Staff.
• Assist the Mayor’s special aides and advance team with clerical tasks.
• Coordinate with leadership to execute operational functions.
• Act as office liaison for special projects – emails, notes, and related tasks.
• Provide coverage for the Special Assistant to the CoS.

Skills

Highly organized

Prioritization & multi-tasking

Sound judgement & discretion

Flexible work schedule

Strong written/verbal communication

Proficient in Microsoft Office

Education

Bachelor’s Degree

High school diploma + 6 years admin/related experience

Tools

Microsoft Office

Job description

The Agency You’ll Join: The New York City Mayor’s Office is responsible for overseeing city services throughout the five boroughs, coordinating public agencies and departments, and managing public property. The administration is leading the fight in making the city more affordable, reducing inequality, improving public safety, ensuring delivery of efficient and effective services, and working to make New York City’s economy stronger. We value leadership, transparency, fairness, and efficiency as we actively seek diverse talents from various sectors to join our team. For current job opportunities, visit our careers page.

The Team You’ll Work With: The Office of the Chief of Staff to the Mayor is responsible for the full suite of citywide and agency administrative operations to include scheduling and preparing the Mayor for his daily briefings, meetings, and events. The team led by the Mayor’s Chief of Staff coordinates the operations of the Office of International Affairs, the Office of Operations, the Office of Special Projects and Community Events, the Office of Citywide Event Coordination and Management, Gracie Mansion, and the Office of Correspondence, the Office of Mass Engagement, the Office of Emerging Markets, and the Office of Sports, Wellness, and Recreation.

The Problems You’ll Solve: Within the Office of the Chief of Staff to the Mayor, the Administrative Assistant will work collaboratively with different teams to provide logistical and clerical support. This role reports to the Special Assistant to the Chief of Staff and Front Office Advisor.

• Manage and maintain structured calendars for the Mayor’s three Deputy Chiefs of Staff.
• Assist the Mayor’s special aides and advance team with clerical/administrative tasks.
• Coordinate with leadership to execute operational functions of the team.
• Act as office liaison for special projects – related to email communications, job postings, note-taking for senior leadership meetings, and other areas – as needed[BE1.1][BE1.2].
• Provide coverage for the Special Assistant to the CoS.

About You:

• You are extremely organized with keen attention to detail.
• You have the ability to prioritize and multi-task.
• You can exercise sound judgement and discretion.
• You can work a flexible work schedule.
• You have excellent written, verbal, and interpersonal skills.
• You are proficient in Microsoft Office.
• You have excellent written communication skills.

Minimum Required Qualifications:

• Bachelor’s Degree required.
• 0-3 years of experience.

MAYORAL PROGRAM COORDINATOR (M - 06423)

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in administration, research, management, analytical work, community work or community activities; or
2. A four-year high school diploma or its educational equivalent and six years of experience as described in "1" above; or
3. A satisfactory equivalent combination of education and/or experience. However, all candidates must have at least one year of experience in administration, research, management, analytical work, community work or community activities.

Preferred Skills

• You are familiar with NYC government and elected officials.
• You have experience scheduling for executive leadership.

Residency Requirement

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 the interview.

Additional Information

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.