Executive Assistant

City of New York; New York (NY); On-site; USD 70,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to support its executive team. In this pivotal role, you will manage calendars, coordinate communications, and prepare materials for meetings and presentations. The ideal candidate will possess a strong background in administrative support, with proven experience in using Microsoft Office tools. This role offers an engaging environment that fosters professional development and collaboration, making it an exciting opportunity for those looking to make a significant impact in a dynamic team. Join us in shaping the future of urban planning in one of the most vibrant cities in the world.

Benefits

Potential eligibility for federal loan forgiveness programs

Diversity and inclusion initiatives

Professional development opportunities

Qualifications

• Experience supporting senior leaders with excellent organizational skills.
• Ability to maintain discretion and confidentiality in all tasks.

Responsibilities

• Manage calendars and schedule appointments for the executive team.
• Coordinate communications among various stakeholders effectively.

Skills

Microsoft Office

Organizational Skills

Communication Skills

Interpersonal Skills

Discretion and Confidentiality

Education

Baccalaureate Degree

Associate Degree

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft SharePoint

Microsoft Outlook

Job description

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NOTE: ONLY CANDIDATES WHO HAVE A PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATE OR COMPARABLE CIVIL SERVICE TITLE WILL BE CONSIDERED FOR AN INTERVIEW. PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER IF YOU ARE A PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATE OR IN A COMPARABLE TITLE.

The Agency

The Department of City Planning (DCP) plans for the strategic growth and development of the City through ground-up planning with communities, the development of land use policies and zoning regulations applicable citywide, and sharing its perspectives on growth and community needs with sister agencies in collaboration with the Office of Management and Budget (OMB).

DCP’s six strategic objectives include: (a) catalyze long-term neighborhood improvement through integrated planning and targeted public investments; (b) encourage housing production, affordability, and quality; (c) promote economic development and job growth; (d) enhance resiliency and sustainability of neighborhoods; (e) ensure integrity, timeliness, and responsiveness in land use reviews; and, (f) supply objective data and expertise to a broad range of planning functions and stakeholders.

Central to its mission, DCP supports the City Planning Commission in its annual review of approximately 450 land use applications. The Department also works closely with OMB in developing the Ten-Year Capital Strategy and administering the Neighborhood Development Fund, geared toward infrastructure investments in growing neighborhoods undergoing rezoning.

The New York City Department of City Planning offers a stimulating environment fostering intellectual growth, professional development, and creativity. Visit our website at www.nyc.gov/planning for more information and to view our job opportunities.

The Division

The Executive team directs the policy and management of the Department of City Planning, comprising the Office of the Director, Office of the Executive Director, Office of the Chief Operating Officer, General Counsel, and Communications and Intergovernmental functions. They set the vision and allocate resources to achieve departmental goals.

This collaborative team supports diverse activities that advance our mission to plan for New York City.

The Role

Duties

The Executive Assistant will support the executive team by performing senior administrative work and related duties with some independence, including:

• Managing calendars, scheduling appointments, handling correspondence, and general office tasks.
• Coordinating communications among stakeholders such as agency staff, sister agencies, commissioners, and the mayor’s office.
• Using Microsoft Office for complex document preparation, data entry, and formatting.
• Preparing materials for meetings, speaking engagements, and presentations.
• Maintaining contacts, editing reports, and managing travel arrangements.
• Sorting and filing mail, assisting with correspondence, and providing backup administrative support.
• Managing special projects and initiatives as assigned.
• Supporting Employee Engagement Programs and providing coverage at the Reception Desk as needed.

Minimum Qualifications

• Baccalaureate degree with three years of relevant experience, including supervisory experience, or
• Associate degree with four years of relevant experience, including supervisory experience, or
• High school diploma with five years of relevant experience, including supervisory experience.
• Equivalent education and experience may be considered with the required supervisory experience.

Preferred Skills

• Proven experience supporting senior leaders, excellent organizational skills, discretion, and confidentiality.
• Extensive Microsoft Office skills, including Word, Excel, SharePoint, Outlook.
• Strong communication and interpersonal skills, ability to prioritize, and customer service orientation.
• Professional demeanor, team-oriented attitude.

This position is open to qualified persons with a disability through the 55-a Program. Please indicate this in your application materials.

Additional benefits include potential eligibility for federal loan forgiveness programs and residency requirements as specified.

The City of New York is an equal opportunity employer committed to diversity and inclusion, prohibiting discrimination based on legally protected characteristics.

Salary Range: $70,000.00 – $80,000.00