Executive Assistant
City of New York · Manhattan, NY
- On site
- Full-time
- $90,000 / year
- Manhattan, NY
Job highlights
- Support NYC Department of City Planning executive team.
- Manage calendars, scheduling, and communications.
- Prepare correspondence, reports, and presentations.
- Handle travel arrangements and reimbursements.
- Assist with special projects and daily office functions.
About the role
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, reporting to the office manager, 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.
- Make travel arrangements and manage travel reimbursements.
- Sorting and filing mail for Exec Office and General Counsel.
- Co-lead Chair Correspondence.
- Provides backup administrative support to fellow Executive Assistant’s as needed within the Executive Office.
- Manages special projects and initiatives assigned by supervisor, and/or executive team.
- Perform administrative duties for Employee Engagement Program.
- Provide coverage to Reception Desk as needed.
Key skills/competency
- Executive Assistant
- Administrative Support
- Calendar Management
- Scheduling
- Communication
- Microsoft Office Suite
- Travel Arrangements
- Correspondence
- Project Management
- Confidentiality
Skills & topics
- Executive Assistant
- Administrative Assistant
- Office Management
- Calendar Management
- Scheduling
- Correspondence
- Microsoft Office
- Travel Arrangements
- Public Service
- New York City Government
How to get hired
- Understand Civil Service Requirements: Ensure you meet the specific Civil Service status requirements for Principal Administrative Associate or a comparable title.
- Tailor Your Resume: Highlight your administrative experience, calendar management, communication skills, and proficiency in Microsoft Office, aligning with the job description's preferred skills.
- Apply Through CityJobs: Submit your application via cityjobs.nyc.gov using job ID 779667 and follow all instructions precisely.
- Include Supporting Documents: Attach your Notice of Result card or confirm your permanent status in the required title as requested.
- Prepare for Interviews: Be ready to discuss your experience with confidential information, decision-making, and team collaboration.
Technical preparation
Behavioral questions
Frequently asked questions
- What are the minimum civil service requirements for the Executive Assistant position at the City of New York?
- To be considered for this Executive Assistant role with the City of New York, candidates must possess permanent Civil Service status in the Principal Administrative Associate title, be reachable on the active Principal Administrative Associate list, or hold a comparable civil service title. You will need to provide proof of your status, such as a Notice of Result card, or confirm your permanent status.
- How do I apply for the Executive Assistant job with the City of New York's Department of City Planning?
- You can apply for the Executive Assistant position by visiting cityjobs.nyc.gov, searching for job ID 779667, clicking on the job title 'Executive Assistant', and then clicking 'Apply'. Ensure all required documentation is submitted with your application.
- Does the City of New York offer remote work for this Executive Assistant position?
- This Executive Assistant position may be eligible for remote work up to two days per week, as part of the Remote Work Pilot Program. Eligibility and specific arrangements would be determined based on the program's guidelines and agency needs.
- What qualifications are preferred for the Executive Assistant role at the Department of City Planning?
- Preferred qualifications for this Executive Assistant role include proven experience supporting senior leaders, exceptional organizational skills, discretion with confidential information, extensive experience with Microsoft Office (Word, Excel, SharePoint, Outlook), strong communication and interpersonal skills, and the ability to make informed decisions under pressure.
- What is the salary range for the Executive Assistant position?
- The annual salary for this Executive Assistant position ranges from $68,209.00 to $90,000.00.
- Is New York City residency required for this Executive Assistant job?
- New York City residency is generally required within 90 days of appointment. However, certain City Employees with at least two continuous years of service may be eligible to reside in specific surrounding counties. It's best to discuss the specific residency requirements with the agency representative during the interview.
- What kind of administrative tasks will the Executive Assistant perform for the City of New York?
- The Executive Assistant will perform a variety of senior administrative tasks, including managing executive team calendars, scheduling appointments, coordinating communications, preparing correspondence and presentations, making travel arrangements, and managing special projects, among other general office duties.