Executive Assistant, Office of Chief Operating Officer

Executive Assistant, Office of Chief Operating Officer

Open to candidates who are permanent in the civil service title of Principal Administrative Associate III or the comparable civil service title of Staff Analyst II. The Office of Chief Operating Officer / Executive Deputy Commissioner (COO) is responsible for ensuring that agency priorities are fully operationalized by effectively and efficiently managing resources. The Office is charged with ensuring that administrative functions support all programmatic activities of the agency, both centrally and through divisional administrative units. In addition, the Office is charged with helping the agency innovate in its programming and build community engagement in order to improve health and reduce disparities. The Administration Office oversees all operational functions of the units reporting to the COO, including the Bureau of Audit Services, Office of Strategic Operations and Performance Management, and the Administrative Office. Duties will include but not be limited to :

• Manage the COO calendar of meetings / events, which involves maintaining a dynamic, robust calendar of appointments, following-up with confirmations, rescheduling as necessary, promptly handling requests for meetings, and ensuring calendar and cancellations are distributed timely to participants.
• Manage all pre and post travel arrangements for the COOs Office and ensure they are in accordance with the City's guidelines.
• Schedule, plan, and coordinate meetings, conferences, events and conference calls for the office, including handling logistics such as security, transportation, ordering food, room set-up, and preparing printed meeting materials.
• Act as approver for restricted conference rooms 08-48, 08-45.
• Manage COO signature requests.
• Coordinate office supply needs for COO and COH offices with Purchasing Coordinator.
• Provide administrative support for new employee onboarding, ID appointments, desk assignments and set up, service ticket issues, and related day to day operations.
• Create and maintain organization charts for all bureaus within the Office of the COO.

Why you should work for us :

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV / AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise. Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers! The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.

Principal Administrative Assoc - 10124

Qualifications :

1. 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 2. 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 3. 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; 4. 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 3 years.

Additional Information :

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.