Executive Administrator

New York is leading the nation in the fight on global climate change and the transition to a clean energy-powered economy. The Climate Leadership and Community Protection Act (Climate Act) has created the most aggressive climate change goals in the nation and requires an ambitious agenda that blends proven catalysts with innovative approaches while operating across a broader energy arena that is rapidly evolving. New York State Energy Research & Development Authority (NYSERDA) is a driving force in realizing this agenda. NYSERDA works with stakeholders that span residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that :

Attract the private sector capital investment needed to expand New York’s clean energy economy.

Overcome barriers to using clean energy at a large-scale in New York.

Enable New York’s communities and residents to benefit equitably from energy efficiency and renewable energy.

Job Overview

The Executive Administrator coordinates the workflow for the Chief Program Officer, preparing background documents, and monitoring deliverables by following through on delegated tasks to ensure progress to deadlines. The Executive Administrator also coordinates with the President's office, Counsel's office, the Business Units to advance meetings, collaborations, and other engagements with internal and external stakeholders.

The Executive Administrator is responsible for the efficient day-to-day operation of the Office of the Chief Program Officer and is a part of the team that serves as the central "hub" of the Business Units to triaging and addressing informational requests received through all modes. This position includes typical administrative support duties, managing the schedules and communications. It includes interfacing with external parties; advance preparation and assistance in execution to foster effective meetings; making travel arrangements; and ensuring appropriate organization and retention of records for accessibility and compliance.

Primary Responsibilities

Assisting in overseeing office coordination and organization to ensure successful execution of day-to-day operations

Proactive Planning :

Stay abreast of state and industry news pertaining to NYSERDA and the executive’s function to help identify developments that may call for executive attention. Become familiar with tools and modes used regularly in NYS government to communicate updates, requests, and priorities to agency / authority executives, and ensure those are monitored with relevant updates provided timely to the executive(s).

Outline a suite of recurring daily / weekly / monthly / quarterly / annual functions on which the officer should focus and block time on calendars to ensure these can be addressed timely without disruption to other key activities.

Assist the executive in coordinating plans, schedules, and logistics for certain special projects within the executives’ departments, as requested.

Become familiar with due dates for major organizational deliverables the executive may need to review / approve (such as petitions to the PSC, Board documents, etc.) and communicate expectations to staff preparing those deliverables regarding when they will be needed for officer review.

Assisting with heavy calendar management requiring interaction with both internal / external executives and staff to coordinate a variety of complex executive meetings

If requested, attend meetings, take notes, produce meeting minutes, and distribute and track follow up actions as applicable

Review and provide any necessary documentation pre-read material to Officer prior to meetings

Ensure all meeting invites have clear titles that indicate the subject of the meeting

Require meeting invites to include agendas and pre-read material, as applicable

Categorize nature of meetings as (1) decision-making, (2) consultative (e.g. strategy setting), or (3) informational

Make all travel arrangements for the designated officer(s) for visits to various NYS offices, industry meetings and conferences, and public appearances. Prepare travel expense reports in compliance with organization policy. Coordinating and scheduling travel, conferences, seminars, and events

Assisting with processing expense reports for the executive staff. Assist the executive in reviewing their direct reports’ travel requests, vacation requests, expense reports, timecards, and similar, adhering to all governing policy and procedures. Ensure paper and electronic documents are stored and retained in accordance with current policy.

Coordinate communications both written and verbal :

Drafting, editing and proofreading correspondence with a variety of internal and external stakeholders

Work with other staff to draft responses to letters / emails;

If requested, answer telephone calls on the executive’s behalf, assess whether it is of a nature that should be addressed with the CPO or passed on to other staff for handling, and ensure timely disposition

If requested, review NYSERDA mail that comes to the executive and potentially also to direct reports, scanning to triage and ensuring appropriate disposition and timely follow up

Initiating and drafting social media posts and other related items

Collaborate with IT and facility staff to resolve staff’s office equipment challenges and issues

Assist in scheduling of interviews with potential candidates to include but not limited to in-person interviews, web-ex platforms, phone screenings and coordinate with hiring manager and staff

May assist with the preparation, editing, and distribution of department deliverables including spreadsheets, presentations, and reports.

Performing other responsibilities as needed

Ability to demonstrate respect, equity and inclusive behavior and practices of a diverse workforce and community.

Minimum Qualifications

Associate’s degree plus 6 years of relevant experience with 1 year supporting C level management

Proven ability to build trust, confidence, respect, and effective working relationships among individuals at all levels of the organization and with stakeholders and business partners

Able to handle time-sensitive situations with measured calmness and decisiveness

Nimble and resilient; can adjust rapidly to dynamically evolving priorities

Adept at thinking through all aspects of meeting planning and proactive follow-up with others to ensure the needed resources for successful, effective meetings are ready to go on time

Tact and attention to detail are a must; communications sent on behalf of the Officer must be accurate, diplomatic, and compliant with government regulations

Strong organizational and analytical skills; ability to quickly aggregate and analyze information

Detail oriented with a high degree of accuracy in task execution

A solid understanding of office procedures and the use of office equipment

A self-starter capable of working under limited supervision and taking on new and unfamiliar tasks as needed

A strong work ethic with the ability to perform under extreme pressure and tight deadlines

A positive, customer-service oriented “can do” approach to work

Proven ability to be adaptable and “think on feet” responding to issues / requests promptly and appropriately

Proven ability to successfully handle multiple projects simultaneously, anticipate needs in advance and plan ahead

Proven ability to handle sensitive information in a professional, confidential manner

Proven ability to work well with all levels of internal management and staff as well as outside clients and vendors

Experience with researching and finding needed information

Quick study of new information

Able to handle time-sensitive situations with measured calmness and decisiveness

Excellent computer skills specifically experience with databases and Microsoft Office (Outlook, Teams, WebEx, Word, Excel, PowerPoint, SharePoint, Adobe Professional and Concur) at least a moderate level of comfort adapting to new software tool

Perform in a fast-paced environment

Preferred Qualifications

Bachelor’s degree in business or related discipline plus 3 years of relevant experience with 1 year supporting C level management

Preferred experience with Salesforce CRM systems

Please submit two files, one for your cover letter and another for a resume.

Please note that during the application process, you may be prompted to opt-in to Artificial Intelligence (“AI”) scoring. This is an automatic request in the ADP system but is not a feature that is used by NYSERDA in its recruiting and hiring process. Your response will have no impact on your application to NYSERDA.

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