- Applicants MUST submit a cover letter with resume to be considered.
- Position expected to work onsite and hybrid consistent with New York State.
BASIC FUNCTION:
WORK PERFORMED:
- Maintain Executive Vice President’s heavy calendar in connection to appointments, meetings, conference calls and trainings.
- Answer telephones in a professional and courteous manner, taking accurate and detailed phone messages, respond to general inquiries and refer callers to appropriate person or department.
- Handle scheduling matters in advance: confirm meetings and conference calls, reserve meeting rooms, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, ensure all necessary materials are available prior to meeting.
- Make travel arrangements and ensure that all travel documents are in order and available as needed. Receive, review and submit payment authorization forms, business meal authorization expense reports, pre- travel requests, mileage forms, tax exemption forms, petty cash, purchase requests, and shipping receipts.
- Handle document preparation, spreadsheets, coordination and production. Prepare presentation materials, including PowerPoint, as needed.
- Coordinate with other departments across ESD Corp. and DED as needed to ensure proper handling of paperwork, timely payment of invoices and other policy and procedural tasks as needed.
- Coordinate with the preparation, proofreading, production and distribution of reports, agendas, presentations and other documents as needed.
- Maintain meeting notes. Ensure presentation materials are complete, in order and available in advance of meeting. Ensure materials for meetings are set up as appropriate.
- Maintain confidential files.
- Provide oversight to department administrative support staff and interns
- Work on special projects as assigned by EVP or MWBD department leadership
- Work cohesively with other Executive Directors in supporting department related projects