Office Assistant

Department for the Aging; New York (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Department for the Aging in New York City seeks an Office Assistant to support the Executive/Commissioner's Office as a trusted, confidential assistant to the Special Assistant to the Commissioner. The role involves coordinating calendars, meetings, events, and day‑to‑day tasks with a focus on discretion and accuracy.

The position requires strong organizational skills, excellent written and verbal communication, and the ability to collaborate with diverse stakeholders across City agencies and

Qualifications

• Bachelor's degree with 3 years of clerical/administrative experience or equivalent.
• Associate degree with 4 years of clerical/administrative experience including supervisory exposure.
• High school diploma with 5 years of clerical/administrative experience including supervisory exposure.

Responsibilities

• Maintain the Commissioner’s calendar, schedule meetings, and coordinate appointments with internal and external stakeholders.
• Coordinate meeting logistics, prepare agendas, briefing materials, and notes as needed.
• Assist in coordinating special events and presentations for the executive office.
• Track assignments and follow-up items to ensure timely completion.
• Maintain files and documentation per agency policies and procedures.
• Coordinate office supplies and daily logs with OGAS team and colleagues.
• Serve as a contact for inquiries, screen calls, and route requests to staff; monitor messages.
• Support coordination and communication between the Commissioner’s Office and NYC Aging bureaus.
• Handle sensitive information with discretion and professionalism.
• Perform additional administrative duties as assigned.

Skills

Organizational skills

Time management

Written & verbal communication

Discretion

Attention to detail

MS Office proficiency

Collaboration

Education

Bachelor's degree + 3 yrs clerical/ admin exp

Associate degree + 4 yrs clerical/ admin exp

High school diploma + 5 yrs clerical/ admin exp

Equivalent education/experience

Tools

Outlook

Word

Excel

PowerPoint

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 will include but not be limited to the following:

• 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

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.

Preferred Skills

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion and sound judgment.
• Strong attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work collaboratively with diverse stakeholders across City agencies and community partners.

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. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.

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.