Executive Assistant to First Deputy Executive Director of Administration

Position Overview

The Financial Information Services Agency-Office of Payroll Administration (FISA-OPA) seeks a proactive Executive Assistant to support the First Deputy Executive Director of Administration. The role demands independent judgment to assist the Executive Division with diverse clerical and administrative duties, maintaining confidentiality and discretion.

Key Responsibilities

• Manage complex clerical tasks including scheduling appointments, handling phone inquiries, maintaining the First Deputy Executive Director’s Outlook calendar, and preparing documents.
• Oversee the agency's nyc.gov correspondence mailbox by triaging inquiries and ensuring timely responses by relevant units.
• Monitor and coordinate distribution of agency OMNY cards authorized for travel.
• Serve as liaison with vendors managing vending machines at 5 Manhattan West, 3rd and 4th Floors.
• Draft and refine letters, memos, and other correspondence, exercising judgment in communicating essential information according to agency standards.
• Assist in program planning and development by researching issues, recommending solutions, and supporting management goals within regulatory frameworks.
• Maintain cooperative communication channels between multiple agencies/units for effective collaboration.
• Welcome, screen, and direct visitors, providing information and facilitating access to appropriate staff.
• Organize and maintain orderly filing systems and related records.
• Undertake special projects as assigned.

Preferred Skills

• Proficiency in Microsoft Office suite including Outlook, Word, Excel, PowerPoint, SharePoint, and Visio.
• Strong written and verbal communication capabilities.

Minimum Qualifications

• Bachelor’s degree plus four years of progressive clerical/administrative experience with independent decision-making, including at least 18 months in an administrative, managerial, executive, or supervisory role within staff overseeing moderate to complex clerical/administrative tasks; or
• Associate degree (60 semester credits) plus five years of progressively responsible clerical/administrative experience, including 18 months in an administrative or supervisory capacity as detailed above; or
• High school diploma or equivalent plus six years of similar experience, including the specified 18 months supervisory experience; or
• Equivalent education and/or experience meeting the administrative or supervisory criteria. Academic credits above high school may substitute for general clerical experience at a ratio of 30 semester credits for 6 months experience, up to 3.5 years, but not for supervisory experience.

Work Schedule and Location

Standard 35-hour work week during daytime hours, based onsite at 5 Manhattan West, New York, NY.

Additional Information

• Job Code: O-85, ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C.
• The position is part of the 55a Program for qualified persons with disabilities; applicants desiring consideration should indicate this in application materials.
• Potential eligibility for federal Public Service Loan Forgiveness and state repayment assistance programs.
• New York City residency is generally mandated within 90 days of appointment; certain exceptions exist for employees with two continuous years in specific titles.
• The City of New York is committed to equal opportunity employment and fostering a workplace free from discrimination or harassment on any legally protected basis.
• Salary range: $77,071 to $105,000 annually.