Executive Assistant, MPTV

Administrative Support Position

The New York State Governor's Office of Motion Picture & Television Development, a part of Empire State Development, supports and fosters film and TV production across the state, working to grow the economy and serving as a liaison between the film & television industry and city, state and local governments, agencies, and authorities.

Under the direction of the Executive Director and senior leadership, provide administrative support to the SVP, Executive Director/VP, AVP and MPTV team. Schedule senior level meetings and ensure staff has proper preparation and follow-up. Facilitate the strategic, efficient, and effective operation of the department, enhancing operations of the department as needed. Act as an integral part of the support team to organize and track relevant changes in the industry and public sector. Manage and coordinate the tasks, calendar, and operations for the team and leadership. Develop and implement strategies for office operations.

Work Performed:

• Prepare draft memoranda, correspondence, reports, worksheets, etc. using Microsoft Office software products.
• Handle document preparation, spreadsheets, agenda, and coordination for SVP/ED presentations/meetings as needed.
• Review reports for thoroughness.
• Anticipate leadership needs and maintain easy access to key documents for SVP/ED/leadership needs. Supporting and leading the operations team in the paper and electronic organization of departmental files.
• Manage office technology, operations, and MIS relations, including liaising with IT and maintenance of printers, copiers, phone systems, computers, etc. Coordinate with IT and ESD, so staff are properly trained for office operations, scheduling and technology needs: liaising with IT or others to get staff resources and training
• Manage and order office supplies, as needed. Ensure staff and team needs are addressed with mailroom procedures.
• Compile data, track legislation, prepare and execute correspondence and/or assist leadership and team with special projects, as needed
• Maintain ED's calendar in connection to appointments, meetings, conference calls and trainings. Confirm meetings and conference calls, reserve meeting rooms, provide for building tech assistance and security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and ensure all necessary materials are available prior to meeting. Take notes during meetings, strategically and confidentially direct meeting follow up and task assignments.
• Ensure proper and timely preparation, briefing and research is conducted in advance of meetings and events, assist with the coordination of staff assignments and premeeting(s) as needed
• Provide discreet handling of sensitive and confidential information. Assist in the development and implementation of projects and initiatives undertaken by the department.
• Prepare expense reports for SVP/ED in a timely manner, ensuring all required supporting documentation is included. Receive, review and submit payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage forms, tax exemption forms, petty cash, purchase requests. Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.
• Review, sort and categorize incoming mail (internal or external) for ED review. Re-route mail as needed.
• In coordination with operations team, create, organize and maintain the filing system for records, correspondence and other related materials. Manage and track departmental (ED/VP) to-do lists. Review files and to-do lists periodically and screen for materials that can be disposed of according to file/document retention guidelines.
• Along with colleagues, screen and manage phone calls and messages, including direction to appropriate parties, prioritization, and the immediate handling of time-sensitive calls.
• With operations team, manage, maintain, and update departmental contacts and databases, gain familiarity with various agency databases and procedures. Track developments on departmental and industry projects, in the press and in internal reports
• Checks all invoices for accuracy and valid signatures prior to SVP/ED approvals.
• Facilitate systems for review of materials for leadership for accuracy and help to ensure on time delivery.
• Complete special projects and other duties as red.

Minimum Requirements:

Education Level Required: Associate Degree. Extensive direct experience can substitute for degree requirement.

Equivalent Experience: Two-Five years of administrative experience supporting executive management.

Skills Required: Strong written and oral communication skills are required. Must be detail oriented and highly organized with strong follow up skills. Must have ability to handle multiple changing priorities and effectively anticipate needs of management. Must be able to manage work proactively, efficiently, and effectively. Take charge of complex scheduling and travel arrangements. Highly proficient with Outlook, Excel, PowerPoint and Word, as well as with CRM tools and databases. Excellent presentation preparation skills. Must be able to work well collaboratively and independently and must be energetic, with a pleasant demeanor. Must be able to work M-F 9-530 and additional off hours/local travel as needed.