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.

• 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.

• 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…