Administrative Assistant; Executive Assistant to Executive Division - VID

about ogs

the new york state office of general services (ogs) provides essential support services for state government operations. We are a diversified organization that delivers a broad spectrum of services to state agencies, local governments, and the public, including building management and maintenance services for 49 major office complexes and buildings statewide, including the state capitol; managing leases of privately held real estate used for state purposes;

architectural, engineering, and construction management services, hosting cultural programs at our facilities, and more.

ogs facilitates the work of new york state agencies, the legislature, and the judiciary and supports local governments, eligible nonprofits, school districts, and public authorities. The agency provides services by developing and managing efficient, cost-effective, and environmentally sustainable programs and activities. Critical services are delivered by partnering with new york state businesses and presenting them with significant economic opportunities through their participation in state contracts administered by ogs for commodities, services, and technology.

the executive assistant will support the activities of the executive division, primarily focusing on the division of external affairs, division of human resources management, and division of shared services. Candidate must possess excellent organization, communication, problem solving, attention to detail, and computer skills; demonstrate exemplary customer service, take initiative and work independently. The candidate must be able to work well with others in a fast-paced environment with constantly changing priorities.

This will include frequent contact with representatives at all levels.

the division of human resources management program provides essential strategic human resources functions for ogs and its hosted agencies including, developing, planning, and implementing recruitment, retention, employee development, and employee relations policies. The division of external affairs oversees public affairs, communications, intergovernmental affairs, and media services for state agency clients as well as curation and programming for a world-class art collection and events for new yorkers and 200,000 annual visitors to the state.

The division of shared services oversees centralized services, such as the business services center which processes transactions for state agencies and the procurement services group which administers over 1,500 centralized contracts.

• responsible for ogs main line, public information phone lines, webmaster inquiries when assigned.
• receive and screen telephone inquiries from internal ogs staff, state government officials, the media, and the general public; respond directly to inquiries or refer to appropriate staff as necessary.
• serve as primary its and hr liaison for the executive division.
• perform screenings for executive division hiring.
• monitor legislative activity relevant to the agency’s priorities (i.e. Public hearings and committee rosters/meetings/agendas).
• manage news outlets subscriptions.
• maintain statewide media contact lists and provide initial responses to media inquiries.
• organize and assist with press conferences and special events (may require travel).
• coordinate meetings, travel, conferences and organization-wide activities.
• prepare correspondence for the signature of executive staff, including formatting and writing correspondence and coordinating information with other ogs staff.
• perform office support activities (e.g. Scanning, photocopying, and other related tasks).
• coordinate the process for reviewing and approving documents, ensuring that signoffs happen timely and materials travel through appropriate approval chains.
• prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• draft briefing documents for executives for public facing events.
• edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• monitor ongoing projects, programs, activities of interest and concern.
• liaison administrative matters between executives and other executives and managerial staff.
• coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to executive level staff.
• greet visitors to the executive office.
• organize and set the priorities of work to be accomplished on a daily or weekly basis.
• work with and provide back-up to other executive assistants when needed/requested.
• manage sensitive, confidential information in an appropriate and professional manner.
• perform other duties and special projects as required.

at least 6 years of progressively responsible experience in an administrative setting. Public sector experience and experience in an executive office is preferred. College study may…