Administrative Coordinator

OFFICE OF THE MAYOR; New York (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

The New York City Mayor’s Office is seeking a Mayoral Office Assistant to support correspondence and ceremonial affairs, handling mail processing, appointment letters, and executive scheduling. The role requires meticulous administrative skills and the ability to work within a deadline-driven environment.

Public service ethics, strong problem-solving skills, and experience with Microsoft Office are essential. Residency requirements apply as described by the City.

Qualifications

• Bachelor’s Degree required.
• 3+ years of experience required.
• Proficient in the Microsoft Office suite.
• Ability to work independently and follow established procedures.

Responsibilities

• Open, code, scan, and batch hardcopy mail.
• Prepare appointment letters by email and mail.
• Provide administrative support to the Director and department.
• Coordinate scheduling, meetings, and general administrative tasks.
• Serve as Records Manager liaison with DORIS and manage documentation.

Skills

MS Office proficiency

Independent worker

Attention to detail

Problem solving

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Outlook

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

Minimum Qualifications

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

Preferred Skills

• - You have the ability to work independently and as part of a team.
• - You have strong problem solving and decision making skills.
• - You have flexibility to handle urgent or time sensitive correspondence.
• - You have an understanding of public service ethics and confidentiality requirements.
• - You have previous experience working for New York City government is a plus.

Public Service Loan Forgiveness

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/.

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.