Administrative Coordinator

Jobf0; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

The New York City Mayor’s Office is seeking a Mayoral Office Assistant to support the Office of Correspondence & Ceremonial Affairs. Based in New York, you will manage mail, coordinate scheduling, prepare letters and awards, and provide administrative support to the Director and department.

Ideal candidates have a Bachelor’s degree, 3+ years of experience, strong attention to detail, and proficiency with Word, Excel, and Outlook.

Qualifications

• Bachelor’s degree is required.
• 3+ years of experience required.

Responsibilities

• Open, code, scan, and prepare all hardcopy mail for batching.
• Ensure all hardcopy mail is accurately coded, processed, and filed.
• Serve as a Quality Assurance backup, ensuring accurate reporting and timely agency responses.
• Prepare and send appointment letters by email and mail.
• Provide comprehensive administrative support to the Director and department.
• Prepare commendations for delivery and pickup.
• Answer incoming telephone calls and transfer callers to the appropriate personnel.
• Run and distribute reports as requested.
• Provide scheduling, meeting coordination, and administrative support on behalf of the Director.
• Serve as Records Manager, coordinating with the Department of Records regarding retention schedules and document management.
• Serve as Supplies Coordinator by monitoring inventory and ordering office and breakroom supplies.
• Assist with gift intake, tracking, organization, and management.

Skills

Microsoft Office

Attention to detail

Problem-solving

Education

Bachelor’s Degree

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 New York City Mayor’s Office of Correspondence & Ceremonial Affairs plays a vital role in providing the Mayor and our Administration with insight into the views, experiences, and concerns of everyday New Yorkers, as well as in connecting constituents to City services and keeping them informed about the Mayor’s bold agenda of affordability, good governance, public safety, and a life of dignity and opportunity for all. The office also receives and tracks gifts sent to the Mayor and drafts Mayoral greetings and ceremonial commendations. The responsibilities of Correspondence team members involve writing in the Mayor’s voice to communicate the policies, priorities, and goals of our Administration; ample research, editing, and fact-checking in a deadline-driven environment; familiarity with the innerworkings City government; an understanding of the political landscape, and a deep knowledge of the five boroughs.

The Problems You’ll Solve:
Responsibilities include but are not limited to:

• Open, code, scan, and prepare all hardcopy mail for batching.
• Ensure all hardcopy mail is accurately coded, processed, and filed.
• Serve as a Quality Assurance backup, ensuring accurate reporting and timely agency responses.
• Prepare and send appointment letters by email and mail.
• Provide comprehensive administrative support to the Director and department.
• Prepare commendations for delivery and pickup.
• Answer incoming telephone calls and transfer callers to the appropriate personnel.
• Run and distribute reports as requested.
• Provide scheduling, meeting coordination, and administrative support on behalf of the Director.
• Serve as Records Manager, coordinating with the Department of Records (DORIS) regarding retention schedules and document management.
• Serve as Supplies Coordinator by monitoring inventory and ordering office and breakroom supplies.
• Assist with gift intake, tracking, organization, and management.

About You:
You are proficient in the Microsoft Office suite (primarily Word, Excel, Outlook), and other digital operations platforms.
You can work independently.
You can follow established procedures.
You have strong attention to detail.
You have strong problem-solving skills.

MAYORAL OFFICE ASSISTANT – 06405

Qualifications

• Bachelor’s Degree Required.
• 3+ years of experience.

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.