Executive Secretaries and Administrative Assistants - Nexus Staff

Job Title: Administrative Assistant
Employment Type: Contract
Work Hours: 37.5 hrs./week
Work site: 100% Onsite
Location: One State Street Plaza, NY, NY 10004
Job Duration: 2 Years
Closing: 10/22/2024.


Minimum Qualifications:

• At least two years of experience working as an administrative assistant.
• Eligible to work in New York State

Job Description & Required Services:

• The Administrative Assistant will provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests. In addition, they will perform various clerical tasks, such as:

• Preparing correspondence and reports.
• Receiving visitors and arranging conference calls.
• Scheduling meetings and managing calendars.
• Organizing travel arrangements and business expense reimbursements.

• The candidate should have a solid understanding of office administration and management, with a strong grasp of proper grammar, punctuation, and spelling. Additionally, the role requires effective business communication skills and the ability to take notes accurately.
• The candidate may also act as the immediate supervisor's representative for routine interactions with other State executives, perform special assignments and studies, and screen incoming correspondence, referring it to the appropriate staff and ensuring timely responses.

Key Responsibilities:

• Manage calendars and schedule meetings with both internal and external stakeholders (insurers, industry trade groups, other state regulators).
• Follow up on deliverables from internal stakeholders.
• Handle correspondence, phone calls, emails, and other communications with both internal and external parties.
• Prepare reports and documents as required.
• Organize travel arrangements, including booking flights and hotel reservations.
• Assist with special projects and conduct research as needed.
• Perform other duties as assigned.

Skills & Abilities:

• Ability to work individually and as part of a team.
• Strong project management skills, with experience managing multiple time-sensitive, complex projects simultaneously.
• Excellent verbal communication, writing, and interpersonal skills.
• Detail-oriented with the ability to organize and prioritize tasks in a fast-paced environment.
• Proficiency with Microsoft 365, including experience with Excel, WebEx, and Zoom.

Miscellaneous Information:

• Shift Days/Times: Monday to Friday, 8:45 AM to 5:15 PM.
• Client does not provide parking, but the office is accessible by subway or bus.
• Interviews will be conducted via Microsoft Teams
• Training will be provided.

The Nexus Staff Difference:

• Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
• We offer weekly payments via ACH (Automated Clearing House).
• Serving as Prime Vendors to New York State and New York City for over 10 years.