Administrative Coordinator for City Services & Correspondence

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 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.