Executive Assistant / 311 Coordinator

City of New York; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

The NYC Department of Design and Construction is seeking an Executive Assistant / 311 Coordinator to support the Operations Division. The role involves managing 311 calls, drafting correspondence, and assisting with KPI reporting. Ideal candidates are detail-oriented with strong communication skills. This position requires a high school diploma and three years of relevant experience. Eligible employees may qualify for loan forgiveness programs.

Benefits

Public Service Loan Forgiveness

Qualifications

• 3 years of experience in community work or related activities.
• Proficiency in Microsoft Office Suite, especially Excel.

Responsibilities

• Answer 311 calls and agency mail emails, accurately record information.
• Draft correspondences, memos, and emails for Operations staff.
• Track calls, emails, and responses, and submit monthly logs.

Skills

Communication

Time Management

Adaptability

Strategic Thinking

Education

High school graduation or equivalent

Tools

Microsoft Office Suite

Excel

PowerPoint

Outlook

Job description

Hours: Full Time - 35 Hours
Work Location: 30-30 Thomson Ave, LIC, Queens 11101

Job Description

The NYC Department of Design and Construction seeks to hire an Executive Assistant / 311 Coordinator to join the Operations Division. Reporting to the Assistant Commissioner of Operations, the Program Coordinator will answer 311 calls and agency mail emails (City of New York - Correspondence), accurately record information, provide necessary responses, and transfer calls or emails to the appropriate division. The candidate must track calls, emails, and responses, and submit monthly logs and reports. Responsibilities include drafting correspondences, memos, and emails for Operations staff, reviewing and updating the copier database with the Procurement team, assisting with KPI reporting, maintaining the Operations Hub intranet page, and tracking organizational chart updates. The candidate will also serve as backup to the DAO in her absence or assist with related functions. The ideal candidate is organized, detail-oriented, with strong communication skills, excellent time management, and adaptability to change and strategic thinking.

Minimum Qualifications

1. High school graduation or equivalent and three years of experience in community work or related activities; or
2. Equivalent education and/or experience as above.

Preferred Skills

Proficiency in Microsoft Office Suite, especially advanced Excel skills (data entry, formulas, charts, sorting, filtering, calculations), PowerPoint (creating and formatting presentations with multimedia), and Outlook (email management, scheduling, calendar maintenance).

Additional Information

Authorization to work in the United States is required. The NYC Department of Design and Construction does not sponsor visas. Applicants are responsible for meeting all requirements at the time of application.

All applicants, including City Employees, must apply via NYC Government Jobs by searching for the Job ID #, and submit their application through the official portal. Do not apply via ESS, email, mail, or fax.

Benefits and Policies

Public Service Loan Forgiveness: Eligible employees may qualify for federal and state loan forgiveness programs. More info at https://studentaid.gov/pslf/.

Residency Requirement: City residency within 90 days, with exceptions for certain employees with continuous City service for 2+ years, allowing residence in nearby counties. Confirm eligibility during interview.

Equal Opportunity: The City of New York is committed to diversity and provides a discrimination-free workplace regardless of protected characteristics.