Job Title: Executive Assistant

Department: Commissioner’s Office

Division: Commissioner’s Office

Bureau: Commissioner’s Office

Location: 42-09 28th Street, Queens, NY 11101

Reports to Title: Deputy Chief of Staff

Schedule & Hours: Monday – Friday; 40 Hours: TBD

Workplace Flexibility Modality: Hybrid work schedule, 40 hours per week

Work Environment:Office Environment

Salary: $85,000

FLSA Classification: Exempt

Who We Are:

The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization that is dedicated to the advancement of the health and well-being of all New Yorkers. To this end, in partnership with the New York City Department of Health and Mental Hygiene (DOHMH), FPHNYC incubates innovative public health initiatives implemented by DOHMH to advance community health throughout the city. It facilitates partnerships, often new and unconventional, between government and the private sector to develop, test, and launch new initiatives. These collaborations speed the execution of demonstration projects, effect expansion of successful pilot programs, and support rapid implementation to meet the public health needs of individuals, families, and communities across New York City.

Our Culture:

We embrace a culture of learning, collaboration, innovation, and well-being, where open communication drives our impact.

About the Program:

The Office of the Commissioner oversees the Health Department's strategic public health planning efforts, initiatives, policies and program development, in support of protecting the health and safety of New Yorkers through health promotion, disease prevention and increasing primary healthcare

access in underserved communities and the NYC Population at large.

The Executive Assistant role is critical to fulfilling the many administrative functions carried out in the Commissioner’s Office. This person will provide executive and professional administrative support to the Chief of Staff, the Deputy Chief of Staff, and serving as backup to the Commissioner’s Executive Assistant.

The Executive Assistant Duties will include but not be limited to:

• Maintains various office calendars, schedules office meetings, maintains office files and archives including electronic files, updates internal databases, spreadsheets, and memoranda.
• Manages inventory of supplies and equipment including preparation of Purchase Orders and renewal of documents in support of the Operations Manager.
• Maintains the Commissioner’s Office and the agency’s organization charts, and logs agency documents that require Commissioner Office approval such as the Letters of Support and Travel Requests.
• Supports the Operations Manager in making travel arrangements by compiling required documents in respective shared drive folders and submitting documentation to the travel desk, providing approvals, tracking items on the travel dashboard, and providing follow-up.
• Reviews all department incoming mail and legal correspondence, to determine their significance and facilitate their distribution to relevant staff.
• Acts as back up to the Operations Manager, managing department requisitions, food orders, office supply requests, facilities maintenance requests, and service request tickets.
• In coordination with the Chief of Staff and Deputy Chief of Staff, approves agency travel requests, City Hall travel requests, letters of support and conflict of interest forms.
• Serves as point of contact with all Divisions regarding administrative matters, including adding the Commissioner’s signature to documents and memos in a timely fashion, requests for the Commissioner to join internal Divisional meetings, and tracking of senior staff vacations.
• Adds the Commissioner’s signature to documents, saving them in the shared drive, and emailing finalized document to the relevant staff member.
• Provides support to Executive Assistants by managing other calendars as needed, including coordinating with individuals that the Commissioner wants to meet with, scheduling meetings, and managing complex and last-minute calendar changes.
• Reporting out and escalating complex scheduling issues to the Chief of Staff and/or the Deputy Chief of Staff and their special assistant.
• Provides excellent customer service to internal and external stakeholders as the face of the

Commissioner’s Office.

• Performs other related assignments and special projects as needed.

Requirements:

• College degree and four years of clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work.