Administrative Assistant

Administrative Assistant

Employment Type: Contract

Work Hours: 37.5 hrs./week Work site: 100% Onsite.

Location: One State Street, New York, NY 10004

Job Duration: 2 years Closing: 10/13/2026.

Minimum Candidate Qualifications:

Proof of eligibility to work in New York State.

A Bachelor's Degree

3 years of experience providing administrative support in an office setting using the Microsoft Office Suite (including Outlook, Word and Excel).

1 year of experience using LRS (Legislative Retrieval System) to track legislative bills.

3 years of experience using an executive correspondence system.

Job Description and Required Services:

The NYS Department of Financial Services is seeking an Assistant to the Executive Assistant/Special Assistant within the Executive Bureau to support the Legislative Affairs team. The selected candidate will work with a high degree of independence and confidentiality while providing professional-level administrative support to Executive Office staff.

The candidate must be detail-oriented and able to multitask in a fast-paced environment. Duties include, but are not limited to:

• Answers telephone calls and greets visitors and staff in a prompt and professional manner.
• Follows-up on responses to ensure information is completed and received by established deadlines.
• Reviews information upon receipt to ensure completeness and refers it to the Executive Assistant, Special Assistant and appropriate staff for action.
• Executes Special Assistant directives efficiently and in a timely manner.
• Reviews and makes recommendations to the appropriate staff on responses due or refers responses to the appropriate staff member.
• Researches complex or unusual inquiries and gathers information to support a response by the appropriate staff member.
• At the direction of the Special Assistant, internally shepherd Governor's, Superintendent's and Legislators correspondence.
• In addition, provides assistance to answer telephone calls and responds to questions concerning policy and procedures, and refers the most complex technical questions to the appropriate staff member.
• Applies considerable knowledge of computer technology and software applications to prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.
• Drafts confidential and sensitive responses to letters and other correspondence for appropriate staff review and signature.
• Assists with organizing departmental legislative bills and bill position letters.
• Designs and maintains electronic and hard copy correspondence files.
• Schedules meetings, maintains executive staff calendars, arranges travel and hotel accommodations, and processes reimbursements through SFS system.
• Arranges meetings and conference calls and works with subordinate staff to prepare and assemble related materials.
• Opens and review incoming correspondence and reports to determine significance and distributes them to executive office staff or the appropriate staff member.
• During the legislative session, must be willing to work additional or non-standard hours.
• Prepares and submits NYS Project Sunlight reports and completes appropriate NOA forms.
• Performs other duties as assigned.

Skill Requirements:

• Ability to remain calm under pressure and adapt to last-minute changes.
• Strong attention to detail.
• Ability to work independently
• Ability to maintain confidentiality
• Ability to multi-task

Miscellaneous Information:

• Monday through Friday, 9 AM to 5 PM; 37.5 hours per week.
• Telecommuting may be allowed at the discretion of the hiring manager
• The Department does not provide parking, but the office is accessible by mass transit.
• Interviews will be conducted in-person or online based on the availability.
• Training will be provided.

The Nexus Staff Difference:

• Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
• We offer weekly payments via ACH (Automated Clearing House).
• Serving as Prime Vendors to New York State and New York City for over 10 years.