Administrative Assistant/Executive Assistant

Job Description

Job Description

Position Overview

One of our client based out in New York is seeking an Administrative Assistant to support the Center for Aging & Long-Term Care Policy and Finance Initiatives.

The Administrative Assistant will provide day-to-day administrative and office support to the Center and will work closely with the Director and Deputy Director. The ideal candidate will be highly organized, detail-oriented, dependable, and comfortable managing multiple priorities in a professional office environment.

Key Responsibilities

• Manage staff calendars and schedules on a day-to-day basis.
• Provide administrative support in formatting and preparing reports, presentations, and other documents.
• Establish and maintain electronic and hard-copy files, logs, records, and tracking systems.
• Coordinate travel arrangements and prepare related documentation and paperwork.
• Schedule and coordinate in-person and virtual meetings, conference calls, and appointments.
• Compile, prioritize, and distribute incoming and outgoing mail and correspondence.
• Monitor office inventory and order supplies as needed.
• Answer, screen, and route telephone calls to the appropriate individuals or departments.
• Enter and retrieve information from electronic databases.
• Provide general administrative and office support to ensure smooth day-to-day operations.
• Assist with special projects, assignments, and other duties as requested.

Minimum Qualifications

• High school diploma or equivalent.
• Minimum of 2 years of experience working in a professional office environment.
• Proficiency with Microsoft Office, particularly:
• • Outlook
  • Word
  • Excel
  • Microsoft Teams
  • Shared calendars
• Experience with virtual meeting platforms such as WebEx and Zoom .
• Experience supporting day-to-day office operations, including:
• • Office supplies and equipment
  • Correspondence
  • Document management
  • General administrative support
• Ability to enter data into and extract information from electronic databases.
• Ability to work independently as well as effectively within a team.
• Ability to work with individuals with different personalities and working styles.
• Strong organizational and time-management skills.
• Ability to manage and prioritize multiple assignments and shifting priorities.
• Strong written and verbal communication skills.
• Ability to organize information and prepare clear reports and documentation.

Preferred Qualifications

• Previous experience working with the New York State Department of Health (NYSDOH).
• Experience working in a government, healthcare, or public-sector environment.

Ideal Candidate

The ideal candidate will be a detail-oriented and organized administrative professional with strong Microsoft Office skills, excellent communication abilities, and experience managing calendars, documentation, meetings, records, and general office operations. The candidate should be able to work independently, adapt to changing priorities, and provide professional support to leadership.

Apply today to be considered for this 2-year Administrative Assistant opportunity with the New York State Department of Health in Albany, NY.