Executive Sec. and Admin Assistant - 25732

Knowledge Builders Inc; City of Albany (NY); On-site; USD 52,000 - 65,000; Full time

Job summary

Knowledge Builders Inc., working with the New York State Department of Health, is seeking an Administrative Assistant in Albany to support the Division of State EMS. The role focuses on file management, calendar coordination, and responsive handling of communications.

Ideal candidates will have 3+ years of experience with SharePoint and Microsoft 365 apps, strong organizational skills, and the ability to work independently in a fast-paced environment. This is an on-site role in Albany, NY.

Qualifications

• 3 years of experience with SharePoint, networks, shared drives, or servers.
• Proficient in Microsoft Office 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Maintain confidentiality.
• Strong organizational and time-management abilities.
• Comfort with phone communications.
• Ability to reconcile projects for accuracy.

Responsibilities

• Provide administrative support to the Division of State EMS.
• Coordinate calendar management and scheduling for Division Leadership.
• Digitize and organize documents; manage electronic and paper filing systems.
• Run reports in multiple systems as needed and complete state forms.
• Coordinate meetings and travel logistics across stakeholders or agencies.
• Assist with multiple projects including space management and project consolidation.

Skills

Detail-oriented

Time management

Organization

Independent working

Communication

Multitasking

Phone communication

Tools

SharePoint

Microsoft Office 365

Outlook

Teams

Word

Excel

PowerPoint

Data entry

Electronic databases

Job description

Job Description The New York State Department of Health, Office of Primary Care and Health Systems Management, Division of State EMS, is seeking to fill one administrative assistant position at 875 Central Avenue, Albany NY 12206.

The successful candidates will assist with administrative functions related to the Division of State EMS.

These Will Include

• Administrative oversight of Division file management: o developing and coordinating retention and archival schedule o ensure compliance with retention policies o digitizing files as needed o maintain confidentiality with all sensitive and confidential materials;
• scheduling meetings with internal and external stakeholders;
• organizing and analyzing incoming communications and files;
• managing daily schedule for Division Leadership, ensure no conflicts on calendars and prioritize meetings as needed.
• managing communications deadlines and organize materials for review;
• running reports in multiple different systems as needed;
• completing required state forms needed for submission of paperwork;
• Assist with multiple projects within the Division, including space management and consolidation.

Successful candidates should be dependable, highly motivated, detail-oriented, and comfortable working autonomously in a fast-paced environment with senior leadership of the Division.

Successful candidates should be able to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Minimum qualifications include:

• 3 years of experience working with SharePoint, networks, shared drivers, or servers;
• excellent working knowledge of Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a professional setting;
• ability to work independently and also contribute to a team;
• ability to maintain confidentiality;
• strong organizational and time-management abilities;
• comfort with speaking on the phone;
• ability to reconcile projects, audit for consistency, completeness and accuracy;
• ability to develop tiered filing management (folders) to represent proper organization of documents;
• familiarity working in electronic databases. Preferred qualifications include;
• experience providing executive-level administrative support in a government or healthcare environment;
• experience coordinating meetings and travel logistics across multiple stakeholders or agencies
• experience preparing a variety of correspondence, reports and other written material;
• experience managing electronic communications;
• comfort with data entry and maintaining paper and electronic filing systems.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.