Executive Assistant, MPTV

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    "requisitionDescription": "<div><div><div><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;' id=\"isPasted\"><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>*</span></strong><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>Applicants MUST submit a cover letter with resume to be considered.&nbsp;</span></strong></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-right:4.5pt;text-align:justify;'><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>*This position will require in-office presence. Hybrid work schedules may be possible based on specific&nbsp;</span></strong></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-right:4.5pt;text-align:justify;'><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>job duties and consistent with ESD policy.</span></strong></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>*<strong>Minorities, women, and <em><span style='font-family:\"Calibri\",sans-serif;'>individuals with disabilities</span></em> are <em><span style='font-family:\"Calibri\",sans-serif;'>encouraged to apply</span></em>. Please contact Human Resources if you require an accommodation.</strong></span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;'><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>&nbsp;</span></strong></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;'><strong><u><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:#31849B;'>BASIC FUNCTION:</span></u></strong><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>&nbsp;</span></strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;'>&nbsp;</span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;vertical-align:baseline;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>The New York State Governor&rsquo;s Office of Motion Picture &amp; Television Development, a part of Empire State Development, supports and fosters film and TV production across the state, working to grow the economy and serving as a liaison between the film &amp; television industry and city, state and local governments, agencies, and authorities.</span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;vertical-align:baseline;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>Under the direction of the Executive Director and senior leadership, provide administrative support to the SVP, Executive Director/VP, AVP and MPTV team. Schedule senior level meetings and ensure staff has proper preparation and follow-up. Facilitate the strategic, efficient, and effective operation of the department, enhancing operations of the department as needed. Act as an integral part of the support team to organize and track relevant changes in the industry and public sector. Manage and coordinate the tasks, calendar, and operations for the team and leadership. Develop and implement strategies for office operations.</span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;vertical-align:baseline;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>&nbsp;</span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;'><strong><u><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:#31849B;'>WORK PERFORMED:</span></u></strong></p><ul style=\"list-style-type: disc;margin-left: -0.09999999999999998in;\"><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Prepare draft memoranda, correspondence, reports, worksheets, etc. using Microsoft Office software products.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Handle document preparation, spreadsheets, agenda, and coordination for SVP/ED presentations/meetings as needed.</span></li></ul><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-left:.3in;text-align:justify;vertical-align:baseline;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>Review reports for thoroughness.</span></p><div style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;'><ul style=\"margin-bottom:0in;list-style-type: disc;margin-left: -0.09999999999999998in;\"><li style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;'><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Anticipate leadership needs and maintain easy access to key documents for SVP/ED/leadership needs. Supporting and</span></li></ul></div><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-left:.3in;text-align:justify;vertical-align:baseline;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>leading the operations team in the paper and electronic organization of departmental files.</span></p><ul style=\"list-style-type: disc;margin-left: -0.09999999999999998in;\"><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Manage office technology, operations, and MIS relations, including liaising with IT and maintenance of printers, copiers, phone systems, computers, etc. Coordinate with IT and ESD, so staff are properly trained for office operations, scheduling and technology needs: liaising with IT or others to get staff resources and training</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Manage and order office supplies, as needed. Ensure staff and team needs are addressed with mailroom procedures.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Compile data, track legislation, prepare and execute correspondence and/or assist leadership and team with special projects, as needed</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Maintain ED&rsquo;s calendar in connection to appointments, meetings, conference calls and trainings. Confirm meetings and conference calls, reserve meeting rooms, provide for building tech assistance and security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and&nbsp;</span></li></ul><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-left:.3in;text-align:justify;vertical-align:baseline;'><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>updates, and ensure all necessary materials are available prior to meeting. Take notes during meetings, strategically and confidentially direct meeting follow up and task assignments.</span></p><ul style=\"list-style-type: disc;margin-left: -0.09999999999999998in;\"><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Ensure proper and timely preparation, briefing and research is conducted in advance of meetings and events, assist with the coordination of staff assignments and premeeting(s) as needed</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Provide discreet handling of sensitive and confidential information. Assist in the development and implementation of projects and initiatives undertaken by the department.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Prepare expense reports for SVP/ED in a timely manner, ensuring all required supporting documentation is included. Receive, review and submit payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage forms, tax exemption forms, petty cash, purchase requests. Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Review, sort and categorize incoming mail (internal or external) for ED review. Re-route mail as needed.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>In coordination with operations team, create, organize and maintain the filing system for records, correspondence and other related materials. Manage and track departmental (ED/VP) to-do lists. Review files and to-do lists periodically and screen for materials that can be disposed of according to file/document retention guidelines.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Along with colleagues, screen and manage phone calls and messages, including direction to appropriate parties, prioritization, and the immediate handling of time-sensitive calls.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>With operations team, manage, maintain, and update departmental contacts and databases, gain familiarity with various agency databases and procedures. Track developments on departmental and industry projects, in the press and in internal reports</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Checks all invoices for accuracy and valid signatures prior to SVP/ED approvals.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Facilitate systems for review of materials for leadership for accuracy and help to ensure on time delivery.</span></li><li><span style='font-family:\"Calibri\",sans-serif;font-size:15px;color:black;'>Complete special projects and other duties as red.</span></li></ul><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;text-align:justify;'><strong><u><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:#31849B;'>MINIMUM REQUIREMENTS:<span style=\"color: rgb(0, 0, 0); font-family: Calibri, sans-serif; font-size: 15px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: left; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;\" id=\"isPasted\">equir</span></span></u></strong></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-right:.7in;text-align:justify;vertical-align:baseline;'><strong><u><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>Education Level Required</span></u></strong><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>:</span></strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>&nbsp;Associate Degree. Extensive direct experience can substitute for degree requirement.&nbsp;</span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-right:.7in;text-align:justify;vertical-align:baseline;'><strong><u><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>Equivalent Experience</span></u></strong><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>:</span></strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>&nbsp;Two-Five years of administrative experience supporting executive management.</span></p><p style='margin:0in;font-size:16px;font-family:\"Times New Roman\",serif;margin-right:.2in;text-align:justify;vertical-align:baseline;'><strong><u><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>Skills Required</span></u></strong><strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>:</span></strong><span style='font-size:15px;font-family:\"Calibri\",sans-serif;color:black;'>&nbsp;Strong written and oral communication skills are required. Must be detail oriented and highly organized with strong follow up skills. Must have ability to handle multiple changing priorities and effectively anticipate needs of management. Must be able to manage work proactively, efficiently, and effectively. Take charge of complex scheduling and travel arrangements. Highly proficient with Outlook, Excel, PowerPoint and Word, as well as with CRM tools and databases. Excellent presentation preparation skills. Must be able to work well collaboratively and independently and must be energetic, with a pleasant demeanor. Must be able to work M-F 9-530 and additional off hours/local travel as needed.</span></p></div></div></div>\n",
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