Special Assistant

City of New York; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

City of New York seeks a Community Coordinator to support the Mayor’s Office with scheduling, front desk operations, and broad administrative duties. You will manage calendars, coordinate meetings, prepare materials, and ensure smooth day-to-day office functioning in a fast-paced government environment.

The role requires a Bachelor's degree and 3+ years of administrative experience, with strong organizational and communication skills.

Qualifications

• Minimum required: Bachelor's degree and 3+ years of experience in administrative support, office operations, or related field.
• Strong written and verbal communication skills, professional phone etiquette, visitor relations.
• Proficiency in Microsoft Office, AirTable, and calendar management tools.
• Discretion and ability to handle confidential information; collaborative, proactive approach to supporting office-wide operations.

Responsibilities

• Provide scheduling support for the Commissioner, including managing calendar requests and coordinating meetings.
• Staff the front desk, answer and direct incoming calls, greet visitors, and respond to inquiries.
• Provide administrative support across teams, including correspondence, document preparation, recordkeeping, and scheduling.
• Coordinate meeting logistics, prepare materials, and track follow‑up items.
• Assist with planning and coordination of meetings and events, and coordinate with City agencies and external partners as needed.

Skills

Organizational skills

Time management

Written & verbal communication

Microsoft Office

AirTable

Calendar management

Education

Bachelor's Degree

Tools

Microsoft Office

AirTable

Calendar tools

Job description

Job Description

The New York City Mayor’s Office is responsible for overseeing city services throughout the five boroughs, coordinating public agencies and departments, and managing public property. The administration is leading the fight in making the city more affordable, reducing inequality, improving public safety, ensuring delivery of efficient and effective services, and working to make New York City’s economy stronger. We value leadership, transparency, fairness, and efficiency as we actively seek diverse talents from various sectors to join our team.

The Team You’ll Work With

The Mayor’s Office for International Affairs connects New York City to the world by building partnerships with the international community, including the United Nations, foreign governments, consulates, trade missions, and global city networks. As home to one of the world’s largest immigrant populations and the headquarters of the United Nations, New York City is uniquely positioned to serve as a global center for solidarity, collaboration, and problem-solving. The Office advances the City’s priorities through international cooperation and city diplomacy, strengthening relationships between international partners, City agencies, and local communities. Through diplomatic engagement and global partnerships, the Office works to elevate the voices and diversity of New Yorkers while ensuring that global cooperation delivers tangible benefits for working people across the five boroughs.

The Problems You’ll Solve

The Special Assistant supports the Commissioner and the Mayor’s Office of International Affairs’ teams by providing scheduling, administrative, and operational support. Working across the Office, the Special Assistant helps coordinate meetings and engagements, manages front desk operations, and ensures the smooth day-to-day functioning of the Office.

Specifically, the Special Assistant will:

• Provide scheduling support for the Commissioner, including managing calendar requests, coordinating meetings, and arranging logistics.
• Staff the front desk, answer and direct incoming phone calls, greet visitors, and respond to general inquiries.
• Provide administrative support across all teams, including correspondence, document preparation, recordkeeping, and scheduling.
• Coordinate meeting logistics, prepare materials, and track follow‑up items.
• Assist with the planning and coordination of diplomatic engagements, public events, and internal meetings.
• Support daily office operations and coordinate with City agencies, diplomatic missions, and external partners as needed.

About You

• You have strong organizational and time‑management skills, with the ability to support multiple teams and manage competing priorities.
• You have excellent written and verbal communication skills, including professional phone etiquette and visitor relations.
• You are proficient in Microsoft Office, AirTable, and calendar management tools.
• You have strong attention to detail, discretion, and the ability to handle confidential information.
• You have a collaborative, proactive, and service‑oriented approach to supporting office‑wide operations.

Minimum Required Qualifications

• Bachelor's Degree required.
• 3+ years of experience in administrative support, office operations, or a related field; or an equivalent combination of education and experience.

COMMUNITY COORDINATOR - 56058

Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centred activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centred activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

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.