Executive Assistant

Executive Assistant

The Financial Information Services Agency-Office of Payroll Administration (FISA-OPA) is seeking a motivated and eager candidate who will serve as the Executive Assistant to the First Deputy Executive Director of Technology Operations. With wide latitude for the exercise of independent judgment, the selected candidate will provide assistance and support to the Executive Division and will be responsible for the following tasks:

• Perform difficult and responsible clerical operations with confidentiality and discretion, such as scheduling appointments, responding to telephone inquiries, maintaining the First Deputy Executive Director's Outlook calendar, typing and preparing documents.
• Draft and edit letters, memos or other correspondence by determining and communicating required information while exercising judgment & discretion, following rules of composition and agency formats.
• Provide assistance in program planning and development, by researching problems and recommending solutions, to assist management in meeting goals within regulations.
• Maintain liaison between two or more agencies/units by obtaining/conveying information & providing feedback, in order to facilitate cooperative activities.
• Schedule interviews for open positions, assist in the collection of evaluations, update/track on-boarding activities in City systems, prepare hiring materials and report on hiring manager(s) status.
• Receive, screen & direct visitors to agency offices by welcoming, questioning and/or announcing visitors, as well as providing visitors with information, where possible to aid in reaching appropriate staff.
• Facilitate on-boarding/off-boarding and change management paperwork for affected personnel.
• Maintain the team organization chart.
• Monitor and orders supplies for various teams across the agency.
• Maintain related records and orderly filing system.
• Perform special projects, as required.
• Demonstrated ability to develop and maintain project management metrics.
• Proficient in MS Project including customizing MS Project fields for tracking and reporting status and portfolio management.
• Excellent skills with other MS products (Outlook, Word, Excel, PowerPoint, SharePoint, and Visio).
• Excellent written and oral communication skills