Administration Division Executive Assistant
: Job Details :

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Review Vacancy

Date Posted 11/22/24

Applications Due12/08/24

Vacancy ID173429

* Basics

* Schedule

* Location

* Job Specifics

* Contact

NY HELPNo

AgencyTeachers' Retirement System

TitleAdministration Division Executive Assistant

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $74153 to $96753 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Unclassified Service

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 10 Corporate Woods Drive

City Albany

StateNY

Zip Code12061

Minimum Qualifications Minimum Qualifications

Bachelor's degree and two years' experience supporting an executive level position, OR

Associate's degree and four years' experience supporting an executive level position, OR

Graduation from high school or possession of a high school equivalency diploma and six years' experience supporting an executive level position

Duties Description Job Duties

The duties of the Administration Division Executive Assistant include, but will not be limited to, the following:

Proactively anticipate needs to support a variety of administrative functions in a time sensitive, accurate, and confidential nature using discretion and tact

Manage and maintain the Managing Director and Deputy Managing Directors' daily calendars, including scheduling meetings, appointments, and travel arrangements, with an understanding of priorities and ongoing projects, optimizing time efficiency

Manage and prioritize tasks; keeping Administration staff advised of time-sensitive and issues, ensuring deadlines are met, and work is completed to a high standard

Organize and manage executive level meetings, including preparing materials, creating agendas, distributing materials, documenting minutes for meetings, and following up on action items as appropriate

Work with Managing Director and Deputy Managing Director to ensure they are adequately briefed and prepared for meetings, including providing background information that may be assembled from others

Draft, edit, and review communications such as emails, presentations, and reports

Organize and maintain email, notes and other correspondence

Independently respond to verbal and email inquiries, routing them to the appropriate staff and following up to ensure that open inquiries are assigned and addressed

Maintain all aspects of the division's financial responsibilities, including budget preparation and monitoring, contract management and vendor invoice payments and follow-up

Assist in the coordination of strategic initiatives and special projects led by the Managing Director and Deputy Managing Director, plan and coordinate team meetings, and other Administration events and activities as needed

Collaborate effectively across departments to support the execution of organizational priorities and initiatives

Handle sensitive information with the highest level of confidentiality and professionalism

Additional Comments Position Summary

The Administration Division Executive Assistant will provide high-level administrative support to the Managing Director of Administration and Deputy Managing Director of Administration. This position also works as an integral member of the Administration Division working closely with the department directors. This role demands exceptional organizational skills, discretion, commitment and the ability to manage complex schedules, communications and projects. The Administration Division Executive Assistant should also be a self-starter who acts independently, directs their own work, and handles diverse tasks quickly and accurately within a fast-paced office environment. The ideal candidate will have experience in supporting senior level executives.

Please note: You must submit an application directly to the posting on our applicant portal. The link to the portal is:

Resumes will not be accepted if emailed.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources

Telephone 518#######

Fax

Email Address ...@nystrs.org

Address

Street 10 Corporate Woods Drive

City Albany

State NY

Zip Code 12061

Notes on ApplyingPlease note: You must submit an application directly to the posting on our applicant portal. The link to the portal is:

Resumes will not be accepted if emailed.