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City of New York · 1 month ago

Executive Assistant and Project Operations Specialist

New York City, NY

Full-time

Onsite

Entry, Mid Level

$67K/yr - $73K/yr

2+ years exp

The City of New York is a nonpartisan, independent city agency focused on empowering New Yorkers in their elections. The Executive Assistant and Project Operations Specialist will support the People and Engagement division by managing administrative tasks, ensuring efficient workflows, and supporting various initiatives and events.

GovernmentLegalPublic Relations

Responsibilities

Coordinate day-to-day administrative tasks, including scheduling, meeting preparation, and including maintaining key division information, creating and maintaining filing systems, assisting in drafting correspondence, document management and facilitating review of invoices, purchase orders, and memos

Serve as a liaison across both teams to streamline communication and ensure efficient workflows

Conduct process mapping to visualize workflows and identify gaps

Develop, maintain, and update standard operating procedures and process documentation

Work with the EEO/DEI and People Operations teams to ensure that intranet hubs are updated routinely

Support People and Engagement initiatives and events including scheduling, preparing and distributing advance agendas, notetaking and following up with post-meeting action items, and organizing room setup

Track and monitor project deliverables, timelines and follow ups

Assist in compiling reports and analyzing data to support the division

Completing other special projects and tasks assigned by division leadership

Qualification

Microsoft OfficeProcess mappingProject managementMonday.comData analysisCommunicationTime managementAttention to detailProblem solvingCollaboration

Required

2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist or other support staff role

Strong initiative and a proactive approach

High degree of professionalism and integrity handling sensitive information

Collaborative mindset

Commitment to continuous learning and improvement

Knowledge of Microsoft Office tools and systems including Outlook, SharePoint, Word, and Excel

Knowledge of other work platforms used by the agency, like Monday.com

Knowledge of project management methodologies such as Agile

Excellent communication skills

High degree of organization and time management

Actively listens and adapts communication style

Managing cross-functional initiatives

Attention to detail and accuracy

Skilled in process mapping, documentation, and standardization

Set boundaries and exercise judgement

Ability to prioritize, track multiple deadlines, and manage competing requests

Ability to complete tasks with minimal oversight

Ability to resolve issues while maintaining positive customer experience

Able to build trust with professionalism and follow through

Ability to analyze data and make recommendations

Ability to think critically and solve problems

Ability to provide clear and concise communication

A bachelor's degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field

A four-year high school diploma or its educational equivalent and five years of experience as described in '1' above

Education and/or experience equivalent to '1' above