Executive Secretary and Administrative Assistant

Job Description

Job Description

JOB-19636 Executive Sec. and Admin Assistant-2026-08

 

1. Minimum Candidate Qualifications:
The candidate must have a minimum of:
a. Three years of experience in one or more of the following: Facilities, property or space management, warehouse and inventory operations, fleet or parking management, telecommunications, mail room operations, printing, or records management and retention experience.
b. Eligible to work in New York State

2. Job Description and Required Services:
The Office Services and Facilities Management Units are seeking a qualified facilities professional, to fulfill the role of Facilities Management Administrator. The administrator will collaborate with the Director of Facilities and Operations to ensure that New York City DFS facilities operate safely, efficiently, and effectively. The person hired for the role will be expected to assist with facilities operations; space planning; vendor and contract oversight; building maintenance coordination; oversee storage and inventory operations; oversee maintenance and labor work; and collaborate with relevant internal and external partners on facilities operations.

Job Duties Include:
• Assist in coordinating office service operations, including office moves, staff relocations, workspace assignments, workstation installations, and space utilization activities to ensure operational efficiency and continuity of services.
• Schedule, manage, and oversee conference room operations, shared workspace usage, and office activity logistics, including communication of changes to staff and management.
• Serve in a support role as a liaison with building management and maintenance staff, assisting in coordinating and resolving facility, safety, and workplace issues.
• Assist with administrative and operational support functions, including procurement documentation, mailroom and courier coordination, recordkeeping, recycling and maintenance of schedules, logs, and reports.
• Assign and manage tasks within the ticketing system.

Preferred skills/qualifications:
• Experience in facilities operations, building services, space planning, or project management support.
• Three years of prior facilities or building management experience is preferred but not required, provided transferable administrative and operational skills are demonstrated.

3. Submission Requirements:
Candidates that meet the mandatory minimum qualifications and are interested in this position must submit the following:
a. Cover Letter
b. Resume Company Description

Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.

Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.

We are dedicated to recruiting candidates who consistently exceed our customers’ expectations.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.

Company Description

Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.\r\n\r\nOur extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.\r\n\r\nWe are dedicated to recruiting candidates who consistently exceed our customers’ expectations.\r\n\r\nWe provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.