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Executive Assistant and Project Operations Specialist

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City of New York

21d ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Manhattan, +1

AI generated summary

  • You need 2-3 years in a support role, a relevant bachelor’s degree or equivalent experience, professionalism, initiative, and a commitment to learning.
  • You will manage administrative tasks, facilitate communication, develop procedures, support events, track projects, analyze data, and assist with special projects as assigned by leadership.

Requirements

  • 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
  • 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; or
  • A four-year high school diploma or its educational equivalent and five years of experience as described in “1” above; or
  • Education and/or experience equivalent to “1” above.

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.

FAQs

What is the primary mission of the Campaign Finance Board?

The primary mission of the Campaign Finance Board is to empower New Yorkers to have a greater impact on their elections by making local democracy more open, transparent, and equitable.

Who does the Executive Assistant and Project Operations Specialist report to?

The Executive Assistant and Project Operations Specialist reports to the Assistant Executive Director for People and Engagement/Chief People Strategy Officer.

What are the main responsibilities of this position?

The main responsibilities include coordinating administrative tasks, serving as a liaison between teams, conducting process mapping, updating standard operating procedures, supporting initiatives and events, tracking project deliverables, and compiling reports.

Is prior experience required for this position?

Yes, 2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist, or a similar support role is required.

What skills are essential for this role?

Essential skills include excellent communication, high organization and time management, attention to detail, process mapping, and the ability to manage cross-functional initiatives.

What kind of work environment can one expect?

The work environment is collaborative and focused on ensuring that every member of the Campaign Finance Board can thrive and feel respected while engaged in the mission of the organization.

Are there opportunities for professional development and continuous learning?

Yes, there is a commitment to continuous learning and improvement, which is encouraged within the organization.

What are the educational requirements for the position?

A bachelor’s degree from an accredited college, including at least twelve-semester credits in a relevant field, is required alongside one year of satisfactory full-time experience in a related area.

Is there a residency requirement for this job?

Yes, New York City residency is generally required within 90 days of appointment, with certain exceptions for City employees who have worked for the City for two continuous years.

What is the salary range for this position?

The salary range for this position is between $67,000.00 and $73,000.00.

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City of New York

Government
Industry
10,001+
Employees
1898
Founded Year

Mission & Purpose

The City of New York is the most iconic and dynamic city on the planet. With a population of more than 8.4 million people, New York is not only the largest city in the United States — it is the academic, cultural, commercial, and financial capital of the world. City government is filled with opportunities for talented individuals seeking to improve their communities and make a meaningful difference in the lives of their fellow New Yorkers. Every day, the City’s more than 300,000 employees improve infrastructure, provide vital social services, build technology, protect health and safety, and so much more. Join us today at: http://www1.nyc.gov/jobs The City of New York offers its employees: •A chance to build the future of this city. New York City government is at the crossroads of where policy, great ideas, city services, and smart urban planning meet the lives and needs of every day New Yorkers. •Competitive salary and benefits. Hiring packages include a competitive salary, health benefits, various pension plans, employee assistance programs, and individual retirement accounts. •Diverse career opportunities. As the largest local government in the United States with more than 40 agencies, the City of New York offers a broad spectrum of opportunities — from education, housing development, and public health to sustainability, economic growth, technology, and emergency management. •Career Satisfaction. As a City employee, you will have the chance to shape the future of New York City and improve the quality of life for your family, neighbors, and fellow New Yorkers. •Equal Opportunity and Inclusion. The City of New York is an equal opportunity employer that prohibits discriminatory action against City employees and applicants for employment based on their actual or perceived race, color, national origin, ethnicity alienage, citizenship status, gender, religion, creed and all other protected categories.