What are the responsibilities and job description for the Executive Assistant, Life Sciences position at StateJobsNY?

Duties Description

Applicants MUST submit a cover letter with resume to be considered.
This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.
Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION :

To provide administrative and operational support to the SVP and department staff to facilitate efficient and effective operation of the department. The dynamic nature of this role requires the ideal candidate to take initiative and be proactive, must be able to multitask, thrive in a fast-paced environment while exhibiting sound judgement with the ability to prioritize and make decisions, have exemplary time management skills with the ability to identify and anticipate the needs primarily of the SVP, as well as other staff The Executive Assistant must have a polite and professional demeanor at all times, as s / he will need to interact with a broad range of individuals including executive members of ESD, members of the Board of Directors, and other senior leaders within the broader life sciences industry.

WORK PERFORMED :

Work directly with the SVP to support all aspects of her daily work routine, including :

o Keeping the SVP advised of time-sensitive and priority issues and ensuring appropriate follow-ups

o Maintaining the SVP's calendar and exercising discretion in committing time and evaluating needs

o Ensuring the SVP and all meeting participants are provided with all materials needed for meetings, calls, etc.

Schedule and handle all meetings for senior staff, assist in the preparation and distribution of meeting agendas and materials, attend to logistics of meetings, and ensure all necessary materials are available prior to meeting

Prepare staff meeting agendas, attend meetings; prepare drafts of minutes and summaries

Handle document preparation by conducting research, drafting reports, and compiling feedback for revisions upon request

Handle printing, mail / overnight packages, copying, filing, and email / messages

Create, organize, and maintain shared project folders, master contacts list, and send reminders to meet ESD Board and other upcoming major deadlines

Manage the Life Science inbox and other project-specific inboxes

Manage senior staff travel logistics and activities, including accommodations, transportation, meals, expense reports, payment authorizations, etc.; secure necessary approvals following ESD's travel policy

Organize and plan events, both internal and off-site

Organize and maintain external distribution lists

Routinely perform a wide variety of support duties

Minimum Qualifications Education Level Required : Bachelor's degree or an Associate's degree with 7 years of direct work experience.

Equivalent Experience : Three to five years of administrative experience supporting executive management.

Skills Required :

Strong written and oral communication skills.

Must be able to identify, anticipate and prepare for the SVP and senior staff needs.

Ability to manage work proactively, efficiently and effectively, and with tenacity.

Must be detail oriented and highly organized with strong follow-up skills.

Must be able to take initiative, work well collaboratively and independently with excellent time-management skills.

Must be able to quickly adapt to changes.

Must be unafraid of challenges.

Highly proficient with Outlook, Excel, PowerPoint and Word, as well as with PeopleSoft, CRM tools, and any other software programs that may be utilized.

Must have great interpersonal skills.

Additional Comments - Salary range as specified.

Comprehensive Benefits Package.

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

Name Jane Martinez, HR Talent Acquisition Specialist

Telephone N / A

Fax N / A

Email Address resumes@esd.ny.gov

Address

Street 655 Third Avenue

City New York

State NY

Zip Code 10017

Notes on Applying External Candidates : Please attach cover letter and resume. To apply copy & paste URL in browser : https : / / bit.ly / 3APr8cp

Internal Candidates : Please apply through ADP using the Myself / Talent menu and submit your cover letter and resume for consideration

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY

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