Executive Assistant to SVP, Regional Econ. De

Administrative Coordinator

*Applicants MUST submit a cover letter with resume to be considered.

*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.

*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:

This position would work under the direction of the Vice President for Regional Economic Development providing administrative and coordination support for state projects and programs. The position would work as part of the Finger Lakes regional team as needed.

WORK PERFORMED:

• Provide a wide range of administrative and secretarial duties to support day-to-day operations.
• Answer phones, take messages and direct calls and e-mails to appropriate parties; prioritize and immediately handle time sensitive messages and requests.
• Create, organize and maintain records, correspondence and other related materials.
• Handle all scheduling matters: Confirm meetings and conference calls, screen and reserve meeting rooms and arrange for required parking, provide for building security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates.
• Prepare, proofread and coordinate production and distribution of reports, agendas, presentations and other documents as needed. Ensure meeting materials are complete, records, and other key office documentation.
• Make all necessary travel arrangements, prepare itineraries and detailed travel schedules, and ensure that all travel documents are in order and available as needed.
• Coordinate with other departments and across ECDC and DED as needed to ensure proper submittal and timely handling of required paperwork, including, but not limited to, purchase requests, payment authorization forms, business meal authorization forms, business meal authorization expense reports, pre-travel requests, mileage and expense reports, tax exemption forms, shipping receipts and other office documents in a timely fashion.
• Support Finger Lakes Regional Office Executive Assistant with various office administration duties as needed or directed.
• Support on-time, accurate reporting of office and Regional Council projects and activities as needed.
• Provide staff support for Governors events, Regional Council activities, and other meetings and events as needed.
• Special Projects Perform special projects as required.

MINIMUM REQUIREMENTS:

Education Level Required : High School Diploma required. Associate or bachelors degree preferred with a minimum of 3 to 5 years of administrative experience.

Relevant Experience required : Three years of administrative experience supporting executive management.

Knowledge Required : Strong written and oral communication skills are required. Excellent telephone etiquette, high level word processing, spread sheet development, database management, preparation of presentation materials, strong organizational skills, discretion and good judgment are essential. The successful candidate must have the ability to work independently. Proficiency with Microsoft Outlook, Excel, PowerPoint and Word is required.