Indicates whether if this vacancy posting is part of the NY HELPS Program.NY HELPNo

The agency in which the vacancy exists.AgencyEmpire State Development, NYS

The job title for the vacancy.TitleExecutive Assistant, Life Sciences

The job title for the vacancy.Occupational CategoryOther Professional Careers

The salary grade for this vacancy. Salaries are determined by salary grade and bargaining unit.Salary GradeNS

The collective bargaining unit to which this vacancy is assigned.Bargaining UnitNone listed

The minimum and maximum of the salary range for this vacancy.Salary RangeFrom $55000 to $68900 Annually

Indicates whether this job is full-time or part-time. If the job is part-time, an estimated percentage will be provided. Employment Type Full-Time

This indicates the type of job, typically permanent, temporary, or provisional. 'Provisional' means that the appointment will be temporary until the incumbent takes and passes an appropriate civil service examination. Appointment Type Permanent

Jurisdictional class is the indicator for how this job can be filled. The classified service is governed by the Civil Service Commission, and consists of competitive, non-competitive, exempt, and labor classes. 'Competitive class' indicates that the applicant must take and pass an appropriate civil service examination. 'Non-competitive class' indicates that the applicant's qualifications will be evaluated without a civil service examination. 'Exempt class' indicates that the applicant will be evaluated by methods other than competitive or non-competitive, and that incumbents will not be granted tenure. 'Labor class' requires that applicants possess skills or other physical characteristics that cannot effectively be evaluated by other means. The unclassified service is legislatively defined, and includes such positions as elected officials, department and agency heads, and all academic personnel in public schools, colleges, and universities. Jurisdictional Class Non-competitive Class

Estimates the percentage of time incumbents of this vacancy will be required to travel. Travel Percentage 0%

This provides information on the expected workweek. Workweek Mon-Fri

The number of hours in the workweek, typically 37.5 or 40 for full time, or any other number for part time.Hours Per Week 37.5

Workday

The start time for this vacancy. If the agency employs flextime, this will be the earliest time this vacancy's shift can start. From 9 AM

The end time for this vacancy. If the agency employs flextime, this will be the latest time this vacancy's shift can end. To 5:30 PM

If checked, the agency allows flextime. Flextime allowed? No

If checked, this vacancy includes mandatory overtime. Mandatory overtime? No

If checked, this agency allows compressed workweek scheduling. Compressed workweek allowed? No

If checked, this agency allows telecommuting for this position. Telecommuting allowed? No

The county in which the vacancy is located. County New York

The street address where the vacancy is located. Street Address 655 Third Avenue

The city where the vacancy is located. City New York

The state where the vacancy is located (the default is New York). StateNY

The zip code where the vacancy is located. Zip Code10017

The duties that the incumbent of the vacancy will be expected to perform. Duties Description *Applicants MUST submit a cover letter with resume to be considered.
*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.
*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:
To provide administrative and operational support to the SVP and department staff to facilitate efficient and effective operation of the department. The dynamic nature of this role requires the ideal candidate to take initiative and be proactive, must be able to multitask, thrive in a fast-paced environment while exhibiting sound judgement with the ability to prioritize and make decisions, have exemplary time management skills with the ability to identify and anticipate the needs primarily of the SVP, as well as other staff The Executive Assistant must have a polite and professional demeanor at all times, as s/he will need to interact with a broad range of individuals including executive members of ESD, members of the Board of Directors, and other senior leaders within the broader life sciences industry.

WORK PERFORMED:
· Work directly with the SVP to support all aspects of her daily work routine, including:
o Keeping the SVP advised of time-sensitive and priority issues and ensuring appropriate follow-ups
o Maintaining the SVP’s calendar and exercising discretion in committing time and evaluating needs
o Ensuring the SVP and all meeting participants are provided with all materials needed for meetings, calls, etc.
· Schedule and handle all meetings for senior staff, assist in the preparation and distribution of meeting agendas and materials, attend to logistics of meetings, and ensure all necessary materials are available prior to meeting
· Prepare staff meeting agendas, attend meetings; prepare drafts of minutes and summaries
· Handle document preparation by conducting research, drafting reports, and compiling feedback for revisions upon request
· Handle printing, mail/overnight packages, copying, filing, and email/messages
· Create, organize, and maintain shared project folders, master contacts list, and send reminders to meet ESD Board and other upcoming major deadlines
· Manage the Life Science inbox and other project-specific inboxes
· Manage senior staff travel logistics and activities, including accommodations, transportation, meals, expense reports, payment authorizations, etc.; secure necessary approvals following ESD’s travel policy
· Organize and plan events, both internal and off-site
· Organize and maintain external distribution lists
· Routinely perform a wide variety of support duties

The minimum qualifications required for this vacancy. Minimum Qualifications Education Level Required: Bachelor’s degree or an Associate’s degree with 7 years of direct work experience.

Equivalent Experience: Three to five years of administrative experience supporting executive management.

Skills Required:
· Strong written and oral communication skills.
· Must be able to identify, anticipate and prepare for the SVP and senior staff needs.
· Ability to manage work proactively, efficiently and effectively, and with tenacity.
· Must be detail oriented and highly organized with strong follow-up skills.
· Must be able to take initiative, work well collaboratively and independently with excellent time-management skills.
· Must be able to quickly adapt to changes.
· Must be unafraid of challenges.
· Highly proficient with Outlook, Excel, PowerPoint and Word, as well as with PeopleSoft, CRM tools, and any other software programs that may be utilized.
· Must have great interpersonal skills.

Additional comments regarding the vacancy. Additional Comments - Salary range as specified.
- Comprehensive Benefits Package.

Some positions may require additional credentials or a background check to verify your identity.

The name of the contact person for this vacancy. Name Jane Martinez, HR Talent Acquisition Specialist

The telephone number to use for questions about this vacancy. Telephone N/A

The fax to use for this vacancy. Fax N/A

Email address for emailing applications, or to ask questions about this vacancy. Email Address resumes@esd.ny.gov

Address

The street address of the contact for this vacancy. Street 655 Third Avenue

The city for the contact for this vacancy. City New York

The state of the contact for this vacancy (the default is New York). State NY

The zip code for the contact for this vacancy. Zip Code 10017

Instructions for potential applicants.Notes on ApplyingExternal Candidates: Please attach cover letter and resume. To apply copy & paste URL in browser: https://bit.ly/3APr8cp

Internal Candidates: Please apply through ADP using the Myself/Talent menu and submit your cover letter and resume for consideration

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY