Executive Admin Specialist: Strategy, Recruiting & Projects

New York State Department of State; City of Albany (NY); Hybrid; USD 52,000 - 78,000; Full time

Job summary

New York State Department of State seeks an Administrative Specialist 1 in the Executive Office to provide high‑level administrative support to the Chief Administrative Officer and Deputy for Administration, manage scheduling, and coordinate executive initiatives and office operations.

The role involves collaboration with Administrative Divisions on critical projects, supporting recruitment, budgeting, procurement, FOIL requests, records management, and preparation of job descriptions and

Qualifications

• Six years of experience in budget, human resources, or business services activities.
• Substitutions: associate/bachelor/master/doctorate may substitute for years of experience.
• 55B/C eligibility and civil service transfer provisions noted in the posting.
• Experience in a professional office handling high‑level administrative tasks.

Responsibilities

• Provides executive level administrative support to the Chief Administrative Officer and Deputy for Administration.
• Coordinates recruitment, purchasing, procurement, and facility support for Division staff.
• Assists with recruitment and nomination processes for critical positions.
• Prepares ITF documents to fill vacancies and reviews staffing plan compliance.
• Schedules interviews, gathers applications, and supports hiring documentation.
• Prepares job descriptions and organizational charts for structuring staffing.
• Supports FOIL requests, records management, and disposition.

Skills

Office support

Admin rules knowledge

Project coordination

Strong writing skills

Education

Associate degree substitution

Bachelor's degree substitution

Master's degree substitution

Doctorate substitution

Job description

New York State Department of State seeks an Administrative Specialist 1 in the Executive Office to provide high‑level administrative support to the Chief Administrative Officer and Deputy for Administration, manage scheduling, and coordinate executive initiatives and office operations.

The role involves collaboration with Administrative Divisions on critical projects, supporting recruitment, budgeting, procurement, FOIL requests, records management, and preparation of job descriptions and