Office Assistant

City of New York; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

City of New York seeks a proactive Office Assistant to support the Executive/Commissioner’s Office within NYC Aging. The role involves confidentially assisting the Special Assistant to the Commissioner, coordinating the calendar, meetings, events, and communications with agency staff and external partners.

The candidate will maintain records, coordinate logistics, and ensure timely completion of tasks, taking on additional duties to support office operations with discretion.

Qualifications

• Bachelor's degree and three years of satisfactory clerical/administrative experience; one year in a supervisory capacity.
• Associate degree or 60 semester credits and four years of clerical/administrative experience, including one year supervisory.
• High school diploma or equivalent and five years of clerical/administrative experience, including one year supervisory.
• Education and/or experience equivalent with one year of supervisory experience.

Responsibilities

• Maintain the Commissioner’s calendar and schedule meetings with internal/external stakeholders.
• Coordinate meeting logistics: agendas, briefing materials, and notes.
• Assist with special events and executive presentations.
• Track assignments and follow-up items to ensure timely completion.
• Maintain files and documentation per agency policies.
• Coordinate office supplies with OGAS and manage daily logs.
• Serve as contact for inquiries directed to the Commissioner’s office and route requests.
• Support communication between the Commissioner’s Office and NYC Aging bureaus.
• Handle confidential information with discretion and perform other duties as assigned.

Education

Bachelor's degree

Associate degree

High school diploma

Education equivalency

Job description

Job Description

In order to be considered for the position candidates must be a current City Employee and be serving permanently in the title of Principal Administrative Associate or have taken the most recent Principal Administrative Associate civil service exam and be reachable for appointment from the resulting list.
NYC Aging seeks a dynamic, motivated, and detail-oriented individual to serve as an Office Assistant within the Executive/Commissioner’s Office. The selected candidate will serve as a trusted, confidential assistant who provides support to the Special Assistant to the Commissioner with day-to-day activities. The selected candidate will assist in planning, implementing and coordinating initiatives. The Office Assistant will also function as an integral agency team member who participates in agency and citywide initiatives, collaborate with executive agency staff and senior leaders. The selected candidate will report directly to the Executive Assistant to the Commissioner.

Duties and Responsibilities

• -Assist with maintaining the Commissioner’s calendar, schedule meetings, and coordinate appointments with internal and external stakeholders.
• -Coordinate meeting logistics including preparing agendas, compile briefing materials, and record meeting notes as necessary.
• -Assist in coordinating special events and presentations for the executive office.
• -Track assignments, projects, and follow-up items to ensure timely completion.
• -Maintain files, records, and documentation in accordance with agency policies and procedures.
• -Coordinate office supplies with the Office of General Administrative Services (OGAS) team and handle daily logs.
• -Serve as a point of contact for inquiries directed to the Commissioner’s office, screen calls and route requests to appropriate staff; monitor Commissioner messages/outlook mailbox.
• -Support coordination and communication between the Commissioner’s Office and NYC Aging bureaus.
• -Handle sensitive and confidential information with the highest level of discretion and professionalism.
• -Perform additional administrative duties as assigned to support the Commissioner’s office operations.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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.

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.