Administrative Assistant

Job Description

POSITION SUMMARY

RESPONSIBILITIES

• Manage calendars, coordinate meetings, and prepare agendas and materials for leadership and internal stakeholders.
• Screen, prioritize, and route calls, emails, and correspondence; respond or redirect as appropriate.
• Track deadlines and follow up on assignments to ensure timely completion.
• Provide general administrative support and serve as backup to Office of the President administrative staff as needed.
• Coordinate logistics for meetings, briefings, leadership sessions, and internal events.
• Support day-to-day office operations to ensure efficiency and responsiveness.
• Maintain and organize administrative records, databases, and filing systems with accuracy and confidentiality.
• Compile, track, and summarize data for reports, dashboards, and presentations.
• Utilize Salesforce Cassie (CRM) to log, track, and manage incoming Inspector General (IG) complaints and customer correspondence.
• Ensure proper documentation, monitoring, and timely follow-up of requests and inquiries.
• Assist with procurement card reconciliation, expense tracking, and administrative financial processes.
• Prepare, proofread, and format memos, reports, presentations, and other business documents.
• Ensure materials are accurate, professional, and aligned with executive-level standards.
• Provide logistical and administrative support for employee engagement initiatives and internal programs.
• Assist with special projects and operational priorities within the Office of the President.
• Participate in projects and assignments that support exposure to broader administrative and operational functions across NYCT.

EDUCATION AND EXPERIENCE

• Bachelor’s degree preferred. In lieu of a degree, a minimum of eight (8) years of directly related, progressively responsible administrative experience may be considered, subject to approval.
• Minimum of five (5) years of administrative experience in a complex organization, preferably supporting executive-level operations.

DESIRED SKILLS

• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment with attention to detail.
• High level of professionalism, discretion, and ability to handle confidential information.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong writing, proofreading, and editing skills with excellent command of grammar and business communication.
• Ability to work effectively across all levels of the organization and build strong working relationships.

Are you interested in this position?

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