Executive Assistant - VID 215378

Date Posted:

05/04/26

Applications Due:

05/20/26

Vacancy ID:

215378 Position Information NY HELPNo AgencyDomestic Violence, Office for the Prevention of TitleExecutive Assistant - VID 215378 Occupational CategoryClerical, Secretarial, Office Aide Salary GradeNS Bargaining UnitM/C - Managerial/Confidential (Unrepresented) Salary RangeFrom $67119 to $83286 Annually Employment TypeFull-Time Appointment TypePermanent Jurisdictional ClassExempt Class Travel Percentage10% Schedule WorkweekMon-Fri Hours Per Week37.5 Workday From9 AM To5 PM Flextime allowed?

No Mandatory overtime?

No Compressed workweek allowed?

No Telecommuting allowed?

Yes Location CountyAlbany Street Address80 South Swan St. CityAlbany StateNY Zip Code12210 Job Specifics Duties DescriptionThe Executive Assistant will be a motivated, organized, empathetic professional who will be trusted to represent the interests of the Executive Director and Chief of Staff as well as assist in daily functions of operating the agency. The Executive Assistant will support the Executive Director, Chief of Staff and other members of the Executive team in administrative functions such as scheduling, correspondence management, task and document tracking, and coordination. The Executive Assistant will serve as a leader in planning and preparation for executive, senior, and all large internal staff meetings and is responsible for working with confidential and sensitive information while managing information flow to the Executive Director. Duties include but are not limited to:

• Serve as a facilitator for key staff groups including the executive and senior management team.
• Perform administrative functions such as managing the Executive Director's calendar, completing timely travel reports, and providing daily briefings to the Executive Director and the Executive Staff.
• Assist the executive management team in communications and operations as well as planning, strategizing, and managing both internal and external projects.
• Perform administrative functions related to scheduling executive, all-staff, and external meetings, as well as other high priority stakeholder interactions, including preparing agendas, distributing materials in advance of meetings, preparing meeting minutes or notes, and maintenance of all physical and electronic files, notes, and minutes to facilitate appropriate follow ups and outcomes.
• Answer office telephone and provide information to callers, take messages if required, and transfer calls to appropriate individuals.
• Organize special meetings and events involving the executive staff, including thorough management of communications to external stakeholders.
• Assist the executive management team with the creation of reports for the Executive Chamber, the Legislature, and other high-level stakeholders and government departments/officials
• Lead in the planning and preparation for staff meetings including the creation of agendas and supporting materials.
• Assist in the cultivation of external relationships.
• Serve as a resource to executive management team members in advancing agency priorities and meeting strategic goals.
• Develop and implement strategic plans for the agency.
• Participate in the design and monitoring of performance management tools and project outcome measurements at the direction of the Executive Director and in coordination with other members of the Finance and Administration team.
• Track tasks and support interdepartmental projects.
• Perform other duties, special projects, and high priority initiatives as required. Minimum QualificationsA bachelor's degree and two years of relevant experience.

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Substitutions:

four years of specialized experience or associate's degree and two years of specialized experience may substitute for bachelor's degree; J.D. or master's degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.

NOTE:

IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional CommentsNOTE:

• Travel may be required (approximately 10%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver's License issued by the NYS Department of Motor Vehicle is required or otherwise demonstrate the capacity to meet the transportation needs of the job.

NOTE ON TELECOMMUTING

OPDV employees may be approved for a maximum of 40% telecommuting; however, they are required to apply and obtain approval from management to telecommute in accordance with the agency's Telecommuting Program Guidelines. The Office for the Prevention of Domestic Violence (OPDV) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from all communities to apply. The Office of General Services provides human resources support for the Office for the Prevention of Domestic Violence. To apply for this vacancy, candidates must email a detailed resume providing specific, verifiable information about their qualifying experience to HRresumes@ogs.ny and they must reference the above posting number. This must be received in the OGS Division of Human Resources Management by the closing date, or your response will not be considered. New York State is an Equal Opportunity/Affirmative Action Employer. Some positions may require additional credentials or a background check to verify your identity. How to Apply NameHuman Resources/JHG Telephone518-473-5282 Fax518-486-1631 Email AddressHRresumes@ogs.ny Address StreetNYS Office of General Services, HRM 31st Floor Corning Tower, Empire State Plaza CityAlbany StateNY Zip Code12242 Notes on ApplyingPlease submit a resume and cover letter to HRresumes@ogs.ny detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.