Executive Assistant to the Deputy Commissioner

Benefits

Additional Information

The New York City Department of Health and Mental Hygiene, a world-renowned public health agency with a history of building transformative public health programming and infrastructure, innovating in science and scholarship to advance public health knowledge, and responding to urgent public health crises from New York City's yellow fever outbreak in 1822 to the COVID-19 pandemic we are a hub for public health innovation, expertise, and programs, and services. We serve as the population health strategist, and policy, and planning authority for the City of New York, while also having a vast impact on national and international public policy, including programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and racial and social justice work, among others. Duties will include but not be limited to: Manage all aspects of the Deputy Commissioner calendar including scheduling meetings with internal and external partners via outlook, Teams, Webex or Zoom Serve as division's liaison for the Correspondence Tracking System for reporting The Mayor's Management Report Respond to phone calls and emails regarding scheduling and meeting request Arrange transportation and travel logistics Ensure effective communication across Bureau leadership and external partners Collaborate with staff across the Bureaus and maintain relationships with peers and partnering agencies Compile and organize daily meeting binders with relevant documents Coordinate the document review process by submitting and tracking approvals in TEAMS and ensuring document approvals are received by Assistant Commissioners in a timely manner Respond timely to incoming correspondence, ensuring agency targets are met Communicate with bureau liaisons and the Mayor's Office regarding Correspondence Tracking System (CTS) status and updates Assist with office management task, including supplies, mail deliveries and IT service desk request Handle travel arrangements and submit travel reimbursements Field telephone calls, take messages and follow-up as needed Maintain sensitivity to confidential matters Perform special administrative task and projects to support Divisional goal Ensure assignments are complete promptly and meet established deadlines PERFERRED SKILLS: -Prior experience in executive-level administrative roles, preferably in government or large organizations -Ability to manage complex calendars, coordinate schedules, and prioritize task effectively -Proficient in written and verbal communication to interact with internal and external stakeholders professionally -Ability to ensure clear and timely communication to interact with internal and external stakeholders professionally -Advanced knowledge of Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) -Familiarity with virtual meeting platforms such as Webex, Zoom and Teams -Experience using document tracking and approval systems -Ability to compile accurate meeting materials, track correspondence, and ensure timely approvals -proven ability to meet deadlines and manage multiple priorities in a fast-paced environment -Resourceful in resolving scheduling conflicts, coordinating logistics and addressing administrative challenges -Strong ability to build and maintain relationships with leadership, peers and external partners -Sensitivity to handle confidential matters and always maintaining professionalism -Flexibility t handle special projects and administrative task as needed Why you should work for us: - Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education's website (https://studentaid.gov/pslf/) - Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. o additional health, fitness, and financial benefits may be available based on the position's associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers. - Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home. - Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work. Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC.