Senior Executive Administrative Assistant

The New York City Employees' Retirement System (NYCERS) is seeking an experienced, reliable, and detail-oriented Senior Executive Administrative Assistant to provide high-level administrative support to the Executive Director, Chief of Staff, and Chief Operating Officer. This role serves as a key point of contact between NYCERS executives, the Board of Trustees, internal staff, NYCERS members, members of the public, and other external stakeholders.

The ideal candidate is highly organized, self-motivated, discreet, and capable of anticipating executive and organizational needs in a fast-paced environment. The position also provides leadership and supervision to administrative staff within Executive Operations, ensuring efficient workflows, high-quality work product, and consistent administrative support to the Executive team.

Key Responsibilities

* Provide high-level administrative support to the Executive Director, Chief of Staff, Chief Operating Officer, and, as needed, other members of the Executive team.

* Serve as a primary liaison between executives and the NYCERS Board of Trustees, internal staff, members, and external stakeholders.

* Support Board of Trustees meetings, including managing the Trustee Portal; preparing, proofing, and uploading agendas and materials; scheduling stenographers; and coordinating related logistics as directed.

* Assist with the preparation of letters, memoranda, reports, and presentations for review by the Board of Trustees, committees, and executives.

* Coordinate and schedule meetings for executives; prepare materials and provide logistical support as needed.

* Take meeting minutes; collect, edit, and finalize minutes prepared by others; track action items; and independently follow up as appropriate.

* Manage logistics for conferences, trainings, and special events, including travel arrangements an accommodation.

* Develop, distribute, and track surveys and training registrations for trustees and executives.

* Maintain organized electronic filing systems for Executive team records, documents, and reports.

* Order supplies and meals for Board, investment, and other NYCERS meetings; reconcile related purchases.

* Manage procurement cards; reconcile expenditures with cardholders; and prepare invoices for approval

* Open, review, analyze, and distribute incoming correspondence.

* Answer and route inquiries addressed to the Executive Director; route calls appropriately; take messages; and greet scheduled visitors.

* Supervise, mentor, and lead administrative staff within Executive Operations, including assigning work, setting priorities, reviewing work product, providing guidance and feedback, and supporting staff development to ensure high-quality executive administrative support.

* Participate in the hiring, onboarding, training, and performance evaluation of administrative staff, as assigned.

* Perform general executive administrative support duties as required.

CONFIDENTIAL STRATEGY PLANNER - 54736

Minimum Qualifications

Qualifications

* Demonstrated experience providing high-level administrative support to senior executives.

* Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities.

* Excellent written and verbal communication skills.

* Proven ability to handle sensitive information with discretion, confidentiality, and professionalism.

* Proficiency in the full Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

* Ability to anticipate business needs, streamline processes, and work independently with minimal supervision.

* Professional demeanor, strong ethical judgment, and commitment to public service.

Preferred Skills

* Minimum of four (4) years of demonstrated experience as an Executive Administrative Assistant, Senior Executive Assistant, or in a similar role.

-Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.

-Working knowledge of SharePoint and Microsoft Teams.

-Ability to organize daily workload by priority and meet deadlines in a fast-paced, dynamic environment with minimal supervision.

-Proactive approach to problem-solving with strong decision-making skills.

-Strong organizational, project management, and problem-solving skills with exceptional multitasking abilities.

-Excellent interpersonal, verbal, and written communication skills.

-Ability to learn and adapt to agency-specific software applications.

-Bachelor's degree plus.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at (Use the "Apply for this Job" box below)..

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland,…