Executive Assistant

About the Agency

The Department of City Planning (DCP) plans for the future of New York City, working to create thriving and dynamic neighborhoods with access to housing and jobs, resilient infrastructure, and a vibrant public realm. The Department engages communities to develop inclusive plans, expands housing access and economic opportunity, and plans for long-term sustainability. DCP supports the City Planning Commission in its annual review of hundreds of land use applications. The Department also advises on citywide strategic and capital planning, analyzes data, conducts policy analysis, and creates open data and civic engagement tools. The Department of City Planning offers staff meaningful opportunities to help shape the future of New York City and address some of its most pressing challenges. The Department values public service, collaboration, and creativity, and supports professional development. Learn more about DCP and view current job openings at www.nyc.gov/planning.

About the Division

The Executive team coordinates the policy direction and management of the Department of City Planning. The team consists of the Office of the Director, Office of the Executive Director, Office of the Chief Operating Officer, the General Counsel and Communications and Intergovernmental functions. The team is responsible for setting the vision of the Department and directing resources to accomplish our goals. This motivated team works closely together and across all planning and support divisions to support a diverse set of activities that advance our mission to plan for the City of New York.

The Role

The Executive Assistant will support the executive team by performing senior administrative work and other related general office duties, with latitude for independent judgment, including but not limited to the following:

• Performs administrative work, including managing the executive team calendars, scheduling appointments, answering the telephone, referring, and routing calls, answering routine questions, and other general office work.
• Coordinate communications between multiple stakeholders; including agency staff, sister agencies, commissioners, and the mayor’s office.
• Utilizes Microsoft Office to perform complex word processing assignments involving independent performance of work, such as setting up and/or completing assignments that require the application of other than standard document or file formats; may perform data entry functions.
• Proactively distributes or collects materials in preparation for meetings and post-meeting follow-ups, may assist with the preparation of materials for speaking engagements and presentations.
• Updates and maintains a list of critical contacts; prepares and edits correspondence, reports, and presentations.
• Makes travel arrangements and manages travel reimbursements.
• Sorting and filing mail for Exec Office and General Counsel, assist with Chair Correspondence.
• Provides backup administrative support to fellow Executive Assistant’s as needed within the Executive Office.
• Manages special projects and initiatives as assigned by supervisor, and or executive team.
• Perform administrative duties for Employee Engagement Program.
• Provide coverage to Reception Desk as needed.

Minimum Qualifications

A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

• Proven experience as an Executive Assistant handling all administrative aspects of supporting a senior leader.
• Exceptional organizational skills and impeccable attention to detail.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Extensive experience with Microsoft Office software, including Word, Excel, Share Point, and Outlook.
• Strong verbal/written communication and interpersonal skills.
• Ability to react with appropriate levels of urgency to situations and events that require quick responses.
• Make appropriate, informed decisions regarding priorities and available time.
• Excellent customer service skills.
• Pleasant phone manner and demonstrated ability to build professional rapport with the public, other agencies and internal staff.
• Ability to work well as a team member.

Key Skills/Competency

• Executive Assistant
• Administrative Support
• Calendar Management
• Scheduling Appointments
• Office Management
• Microsoft Office Suite
• Communication Skills
• Organizational Skills
• Attention to Detail
• Confidentiality