Executive Assistant, Office of Chief Medical Officer

NYC Department of Social Services; New York (NY); On-site; USD 50,000 - 90,000; Full time

Job summary

Join a dynamic team dedicated to health equity and community wellness in New York City! As an Executive Assistant, you'll provide essential support to the Chief Equity Officer, managing complex administrative tasks and ensuring smooth operations within the office. This role offers the chance to contribute to meaningful initiatives aimed at addressing health disparities and improving outcomes for NYC communities. With a focus on collaboration and independent decision-making, you'll play a key role in facilitating communication and logistics that drive impactful change. If you're organized, detail-oriented, and passionate about public service, this opportunity is for you!

Benefits

Loan Forgiveness Programs

Premium-Free Health Insurance

Defined Benefit Pension Plan

Work From Home Policy

Robust Worksite Wellness Program

Qualifications

• Minimum 3 years of administrative experience, including supervisory roles.
• Baccalaureate degree preferred, or equivalent experience.

Responsibilities

• Coordinate daily administrative functions for the Chief Equity Officer.
• Manage scheduling, meetings, and travel arrangements.

Skills

Interpersonal Skills

Problem-Solving Skills

Organizational Skills

Detail-Oriented

Independent Decision Making

Education

Baccalaureate Degree

Associate Degree or 60 Semester Credits

High School Diploma or Equivalent

Tools

Microsoft Office (Outlook, Teams, OneDrive)

Job description

OPEN TO PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATES

BUREAU DESCRIPTION:

The Center for Health Equity & Community Wellness (CHECW) seeks to eliminate racial and other inequities resulting in premature mortality. With an unwavering grounding in history and structural analysis, CHECW works to increase visibility of the harm perpetuated by centuries of racist, socially unjust policy while pushing towards redress for the most impacted NYC communities. CHECW addresses inequity across community and healthcare systems in partnership with community, faith-based, and health care organizations. CHECW’s work focuses on social determinants of health, including environmental and commercial determinants, and addresses both upstream and downstream factors to improve health and well-being of New Yorkers. CHECW is comprised of the Bureau of Bronx Neighborhood Health, the Bureau of Brooklyn Neighborhood Health, the Bureau of Harlem Neighborhood Health, the Bureau of Chronic Disease Prevention, the Bureau of Health Equity Capacity Building, the Bureau of Equitable Health Systems and the Bureau of Finance, Administration, and Services. The division’s Deputy Commissioner also serves as the Agency’s Chief Equity Officer and oversees Race to Justice, the Agency’s internal reform effort to help our staff learn what they can do to better address racial health gaps and improve health outcomes for all New Yorkers.

JOB DESCRIPTION:

We seek an Executive Assistant to join the CHECW Office of the Deputy Commissioner. Reporting to the Executive Director of Strategic Planning and Operations, the Executive Assistant will provide support for scheduling, meeting coordination, task management, and administration for the Chief Equity Officer and Deputy Commissioner. In the position, the Executive Assistant will independently handle all aspects of complex administrative support for an agency executive.

DUTIES:

1. Assume oversight responsibility for coordinating and managing the daily administrative functions and logistics of the Chief Equity Officer/ Deputy Commissioner’s Office, with a wide latitude for the exercise of independent judgment and initiative.
2. Plan, prioritize and adjust internal and external meetings and commitments for the Chief Equity Officer/ Deputy Commissioner.
3. Manage the Chief Equity Officer/ Deputy Commissioner’s daily calendar and gather information for appointments independently, while analyzing moderate to complex situations and competing priorities based on general direction from Chief Equity Officer/ Deputy Commissioner and team.
4. Serve as an active participant in weekly team meetings, by effectively collaborating with the Executive Director of Strategic Planning and Operations, the Special Projects Manager, and the Special Assistant to manage the daily workflow of incoming requests and deliverables while also planning and prioritizing activities to ensure a smooth flow of the daily operational activities and administration of the division.
5. Assess urgent situations and exercise independent judgment in order to escalate important priorities to the Chief Equity Officer/ Deputy Commissioner.
6. Manage the Chief Equity Officer/ Deputy Commissioner travel arrangements, locally and nationally, to ensure that priorities are accomplished, and unplanned items are addressed, while ensuring they are handled within established agency and city guidelines.
7. Proactively consult with the Chief Equity Officer/ Deputy Commissioner and team to review daily priorities and monitor the status of delegated items and projects to ensure timely processing and closure.
8. Serve as the primary liaison to all vendors in coordinating administrative activities for special events, including ordering food items, securing meeting space and arranging the logistics of setting up IT and/or audio-visual equipment, and handling invoice payments.
9. On behalf of the Chief Equity Officer/ Deputy Commissioner, actively participate in closely monitoring all division administrative correspondence and transactions across the agency. Ensure that all correspondence are responded to in a timely manner.
10. Assist with Agency requests, including verification of policies, letters of support, documents in need of signature, and other ad-hoc requests, as needed.
11. Perform other administrative tasks and special projects as assigned.

PREFERRED SKILLS:

1. Excellent interpersonal, computer skills
2. Well-versed in Microsoft Office including Outlook, Teams, and OneDrive
3. Work well in fast-paced environment
4. Strong organizational and problem-solving skills with the ability to interact professionally with individuals inside and outside the agency
5. Detail-oriented and able to handle multiple tasks to successful completion
6. Able to make independent decisions
7. Display sensitivity to dealing with confidential information.

Why you should work for us:

1. Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance.
2. Benefits: City employees are entitled to unmatched benefits such as:
1. a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
2. additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
3. a public sector defined benefit pension plan with steady monthly payments in retirement.
4. a tax-deferred savings program.
5. a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
3. Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
4. Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [e-mail] or 347-396-6549.

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 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 interview.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

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.

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 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.