Executive Assistant, MPTV

Overview 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. Responsibilities This position will require in‑office presence. 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 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. 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. Lead 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 to ensure staff are properly trained for office operations, scheduling, and technology needs. 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—including appointments, meetings, conference calls, and trainings. Confirm meetings and conference calls, reserve meeting rooms, provide 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 meetings. 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 coordination of staff assignments and pre‑meetings 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, and 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. 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. Screen and manage phone calls and messages with the operations team, including direction to appropriate parties, prioritization, and immediate handling of time‑sensitive calls. Maintain departmental contacts and databases, ensure familiarity with agency databases and procedures, and track developments on departmental and industry projects in the press and in internal reports. Check 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 required. Qualifications Education Level Required: Associate Degree. Extensive direct experience may substitute for degree requirement. Equivalent Experience: Two‑Five years of administrative experience supporting executive management. Skills: Strong written and oral communication; detail oriented; highly organized with strong follow‑up; able to handle multiple changing priorities and anticipate management needs; manage work proactively, efficiently, and effectively; take charge of complex scheduling and travel arrangements; highly proficient with Outlook, Excel, PowerPoint, Word, CRM tools, and databases; excellent presentation preparation skills; work well collaboratively and independently; energetic with a pleasant demeanor. Available to work Monday through Friday 9:00‑5:30, plus additional off‑hours/local travel as needed. Benefits Salary range as specified. Comprehensive Benefits Package. Equal Opportunity & Accommodations Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy. #J-18808-Ljbffr Empire State Development