Executive Assistant

Hours: Full-Time Position – 35 Hours
Work Location: 30-30 Thomson Avenue, LIC, NY 11101

Only candidates who are permanent in the Principal Administrative Associate title or those who are reachable on the Promotional List (Exam #1507) or Open-Competitive List (Exam #1128) may apply. Please include a copy of your Notice of Results card or indicate if you are already permanent in the title. If you do not meet the previously mentioned civil service criteria, you will not be considered for an interview.

The NYC Department of Design and Construction’s Safety & Site Support Division is seeking an Executive Assistant. The selected candidate will report directly to the Deputy Commissioner and perform a broad range of administrative, analytical, and clerical duties. Responsibilities include preparing, reviewing, and analyzing documents, reports, charts, presentations, and spreadsheets; tracking technical assignments and priority project status; assisting with expense budget activity and the preparation of purchase orders; developing meeting agendas; and responding to Executive Office inquiries. The candidate will also be responsible for maintaining the divisional training database, filing certificates, submitting timely requests for technical training, and planning and coordinating divisional events, including conferences, summits, and meetings, in collaboration with other DDC divisions, city and state agencies, and contractors and consultants.

Additional responsibilities include tracking calendar schedules; coordinating and scheduling meetings and interviews; sending reminders; attending meetings and taking notes; and generating and distributing meeting minutes. Further duties include drafting correspondence for signature; maintaining electronic and hard copy filing systems; scanning, photocopying, and archiving; and supporting operational needs such as distributing office supplies, MetroCards, and other materials.

Authorization to work in the United States is required for this position. NYC Department of Design and Construction does not provide sponsorship for international employees for visa applications, extensions, or status changes, including STEM/OPT visas. Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application.

All applicants, including City Employees:
Please go to NYC Government Jobs | Explore Careers | City of New York, go to Search for Open Jobs, and type in the Job ID # listed above. Submit job application as prompted. Do not apply via Employee Self-Service (ESS), e-mail, mail, or fax your resume to DDC directly.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124