Executive Assistant to State and Federal Policy, Rensselaer, NY

Key Responsibilities

• Provides high-level secretarial and administrative support to the Senior Vice President for State Policy, the Senior Vice President for Federal Policy, and the Divisions of State Governmental Affairs and Federal Relations including correspondence, calendar management, meeting notices and minutes, and coordination of internal and external communications and related documents.
• Affords assistance with special projects, as assigned.
• Responsible for the efficient and effective management of requests from HANYS members and offices of federal and state elected officials, as needed, and internal needs communicated in-person, via phone, or electronically.
• Ensures that all inquiries are handled professionally, promptly and courteously and communicates precise and accurate information, whether communicated verbally or in writing.
• Manages travel arrangements, including hotel and transportation arrangements, creating/maintaining itineraries, and management of related expense reports.
• Captures and coordinates logistics for meetings and conference calls, including virtual and group meetings.
• Prepares and distributes related documents and coordinates all related communications.
• Maintains complete and accurate files of all meeting materials.
• Captures and coordinates routine office processes (e.g., check requests, expense reports), and monitors and orders departmental office supplies.
• Assists with maintenance of advocacy tools and resources.
• Provides backup support as needed to meet organizational needs.
• Works collaboratively with other Executive Assistants to ensure that needs are met with a high level of productivity and quality.
• Performs maintenance of Federal LD-2 filings on behalf of HANYS.

Qualifications

• High School diploma or GED required.
• Six to eight years of experience is expected.
• Candidates with experience supporting senior management are preferred.
• Excellent verbal and written communication skills and strong organizational skills are expected.
• Experience working in a legislative or affiliated environment is strongly preferred.
• Proficiency in Microsoft office (Word, Outlook, PowerPoint, and Excel) is required.
• Familiarity with other computer systems, including payroll, is helpful.
• Database management systems experience is preferred.
• Ability to extract data, create reports/lists, and email blasts are helpful.
• Must be able to maintain confidentiality.
• Ability to work independently as well as part of a team is required.
• Demonstrated ability to prioritize work, manage multiple priorities and work under pressure in a professional manner is expected.
• Ad hoc travel to our DC Office once or twice a year is expected.