Administrative Assistant, Contracts

Contracts New York, New York

Our Vision: To make New York City the global model for inclusive innovation and economic growth, fueled by the City’s diverse people and businesses. 

Our Mission: To create shared prosperity across New York City’s five boroughs by strengthening neighborhoods and growing good jobs.

Position Overview: The Administrative Assistant is a vital member of multiple project teams within NYCEDC’s Contracts’ department.  This person will work with department head, chief of staff, Contract Analysts, project managers, and other EDC staff to provide critical project support, operational tasks, including administrative assistance for senior- and Chief of staff within Contracts.

The Administrative Assistant will coordinate all communication for the Contracts department and  coordinate and track all documents in and out of the department.

Essential Duties and Responsibilities:

  • Liaise with multiple departments at NYCEDC: Contracts, Budget, Accounting, Legal, etc. regarding document circulation
  • Develops a working knowledge of other key department functions including familiarity with specific procurement, registration tracking
  • Responsible for managing departments Office Hrs., scheduling, including communication with requestors, calendar management, communication, and resource allocation within the department for Office Hr. Meetings
  • Tracks/manages the department budget and serves as liaison to vendors and the Accounting Department
  • Contributes to the team effort by supporting the division’s senior- and Chief of Staff in various project tasks
  • Performs general reception duties for the department including answering phones, checking voicemail, delivering messages, and greeting guests
  • Performs general departmental office support and administrative duties including record keeping processing mail, handling faxes, photocopying, scanning, maintaining departmental files and records, coordinating department’s inventory supply
  • Coordinates and schedules in-office and out-of-office meetings and other calendar events, including conference room or venue booking, space set-up, audio-visual needs and print materials
  • Works closely with senior level staff to identify, coordinate and plan events for team building
  • Maintains, creates, and updates project template documents such as agendas, meeting minutes, sign-in sheets, and other project presentation materials
  • Handles all online form request and processing for items such as check requests, expense reports, human resources forms, conference attendance, etc. Makes forms available for department staff on a regular basis or upon request and handles processing to appropriate departments as needed
  • Other duties as assigned

Minimum Qualifications:

  • Associates degree or 3 years relevant work experience
  • 1-2 years’ experience in administrative work
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
  • Strong interpersonal, verbal, and written skills.
  • Highly detail-oriented
  • Professional demeanor, a positive attitude, and comfort working in a team setting
  • Ability to competently and efficiently handle multiple assignments
  • New York City residency is required within 180 days of hire
  • All new hires must be vaccinated against the COVID-19 virus as defined by the CDC, unless they have been granted a reasonable accommodation for religion or disability

About Us: NYCEDC is New York City’s primary vehicle for promoting economic growth in each of the five boroughs. Our mission is to create shared prosperity across New York City’s five boroughs by strengthening neighborhoods and growing good jobs. We do this by developing, managing, and implementing expansion and redevelopment programs that encourage investment and strengthen the city’s competitive position.

NYCEDC is dedicated to the creation of a dynamic, equitable, and sustainable urban economy. We are making sure that whatever happens next, happens right here in New York City—and that all New Yorkers are a part of it.

NYCEDC offers many unique advantages for an exciting and fulfilling career. As part of our team, you’ll enjoy:

  • The unique opportunity to make an impact on New York City
  • Working on diverse, unique, and challenging projects
  • Working closely with teams of creative, highly motivated, and passionate people
  • Learning opportunities designed to enhance the practical skills and business knowledge of our employees
  • Excellent benefits, including company-paid 401(a) pension plan, 457(b) tax-advantaged retirement savings plans, medical, dental and vision benefits, generous paid family leave and paid time off, and other perks

The New York City Economic Development Corporation is an Equal Opportunity Employer. Our diversity and inclusion mission is to attract, retain, and engage a diverse workforce comprised of talented people. NYCEDC employees can expect to work as part of a highly engaged, passionate and inclusive workforce where everyone’s contributions are valued, respected and make an impact on one of the best and most diverse cities in the world!