Executive Secretaries and Administrative Assistants

Job Description

Job Description

Administrative Assistants -2025-06 / 18376

1. Minimum Candidate Qualifications:

The candidate must have a minimum of:
a. Bachelor’s Degree
b. Five years of experience in the C-Suite
c. Eligible to work in New York State.

2. Job Description and Required Services:

1. Executive-level scheduling of meetings (in-person and virtual), calls, and conferences;

2. Manages ongoing communications with external stakeholders and Department staff, ensuring prompt responses and scheduling and preparation of relevant meetings and communications;

3. Prepares and edits materials for Executive Staff for meetings, briefings, testimony, conferences, and
presentations, requiring interaction with multiple stakeholders and organizational skills. Ensures that materials
are concise, accurate, and relevant to the audience;

4. Assists staff in the coordination of various activities, projects, and programs among the Department's Executive
Office, other Divisions of the Department, other state stakeholders, and regulated institutions;

5. Researches and provides oral or written reports on issues, topics, and events that are of interest to the Division
or Business Units;

6. Reviews correspondence between external parties and elevates relevant correspondence when necessary;
draft responses to correspondence as assigned by the Executive Staff or to general correspondence not within the
jurisdiction of any of the operational or other Divisions within the Department;

7. Schedules travel arrangements and prepares expense reports for Executive Staff;

8. Answers telephone, makes calls, and greets visitors (when in-person meetings are scheduled) promptly and
professionally, ensuring that schedules are kept, and stakeholders' inquiries are promptly responded to; and

9. Performs other duties as assigned.

Skill Requirements:

1. High-level executive support, scheduling, and coordination experience.

2. Highly organized and careful worker, highly self-motivated and capable of prioritizing and managing multiple
tasks.

3. High level of discretion in handling confidential matters.

4. Ability to manage competing priorities while maintaining high attention to detail.

5. Word processing skills/abilities are a mandatory assignment component. Computer proficiency in
Microsoft Office Suite, including Outlook, Word, Excel, Teams, etc., is required. Knowledge of Webex and
PowerPoint is expected.

6. Strong familiarity with other computer systems, such as SFS (e.g., PRs, Travel Expense Reports), etc., is
desirable. Previous understanding of Concur is a plus.

7. Accuracy and high attention to detail are imperative.

Notes:
*Telecommuting may be allowed at the discretion of the Hiring Manager.

*DFS does not provide parking, but the office is accessible by bus and subway

Company DescriptionEstablished in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.

Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.

We are dedicated to recruiting candidates who consistently exceed our customers’ expectations. Our diverse

Company Description

Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.\r\n\r\nOur extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.\r\n\r\nWe are dedicated to recruiting candidates who consistently exceed our customers’ expectations. Our diverse