Executive Secretary & Admin Coordinator for State EMS

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

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.