Project Coordinator - Executive Assistant

Duties Description The New York State Department of Labor's Executive office is seeking a proactive, detail-oriented Executive Assistant to join our fast-paced, high-volume office. The Executive Assistant will provide high-level administrative support to senior executives, and work closely with New York State offices, and external partners. This role requires exceptional organizational skills, sound judgment, and the ability to manage complex and sensitive matters with discretion.

The Executive Assistant will be a central point of coordination for key operational, administrative, and communication functions and will ensure seamless day-to-day support to leadership and teams.
We're looking for someone who thrives in a collaborative environment and enjoys working with many personalities and priorities. The ideal candidate is organized, self-motivated, adaptable, and able to juggle multiple projects with competing deadlines. If you're someone who brings structure to chaos, communicates clearly, and always steps up to help where needed-you'll fit right in.

Key Responsibilities:

• Provide executive-level administrative support to senior executives.

• Manage complex calendars, schedule meetings, coordinate daily activities, and anticipate scheduling needs for senior executives.

• Oversee executive inboxes, flag high-priority emails, and ensure timely responses and follow up.

• Ensure meetings are properly set up in advance and free of technology issues; troubleshoot or escalate as needed.

• Set up and coordinate lunches, dinners, and other engagements for the executives as requested.

• Serve as the primary point of contact for internal staff and external stakeholders requiring access to the executives.

• Coordinate interviews and onboarding/offboarding processes, including ensuring equipment and workspace readiness for staff.

• Submit and manage requests through the State Financial System (SFS) and track associated documentation.

• Arrange executive travel, including transportation and lodging bookings; reconcile travel charges and maintain accurate documentation for executive travel.

• Run and distribute reports as needed to support executive and operational functions.

• Log all incoming and outgoing mail & events in Salesforce to maintain accurate tracking and communication records.

• Answer incoming phone calls to the executive suite and route accordingly.

• Set up conference calls and virtual meetings for executives, ensuring platforms are functional and participants are prepared.

• Track, route, and ensure timely signature and return of documents requiring executive attention.

• Manage multiple priorities and projects simultaneously with a high degree of accuracy and professionalism.

• Manage kitchen and coffee supplies, ensuring inventory is stocked and the space remains clean and organized.

• Order supplies and reconcile P-card transactions in compliance with agency policies.

• Review and approve staff timesheets for accuracy and timely submission.

• Coordinate and manage the NYC parking placard process.

• Take initiative and adapt to changing priorities to support the executive team and organizational goals.

Minimum Qualifications A minimum of Four (4) years of administrative experience
* supporting senior or executive level staff; or support experience which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

* Certification (e.g, IAAP Certified Administrative Professional) substitutes for two years of experience.

OR

An associates degree or higher and at least two (2) years of administrative support experience
* preferably supporting senior or executive level staff; or support experience which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

* Substitutions: J.D. or master's degree may substitute for one year of specialized experience.

Preferred Qualifications:

• At least Five (5) years of administrative support experience, preferably supporting senior or executive level staff.

• Proven experience in an administrative or executive…