Executive Assistant - job 1 of 3

The Mayor's Office of Contract Services (MOCS) is a New York City oversight and service agency that manages procurement citywide, from planning and release of agency solicitations to payment of vendors. Annually, agencies procure billions in products and services from a diverse pool of vendors that represent various industries. MOCS therefore aims to ensure that the procurement process remains fair, transparent, efficient, and cost-effective.

MOCS makes it easier to do business through use of end-to-end technology tools, increases transparency by publication of enriched data, enabling public comments on solicitations, and strengthens procurement operations by providing direct assistance and resources to all stakeholders. MOCS also partners with agencies and vendors to identify areas for policy reform, resulting in ongoing process improvement to reduce administrative burdens and increase the positive impact of services on communities. The MOCS Director serves as the City Chief Procurement Officer.

EXECUTIVE ASSISTANT
The Executive Assistant, reporting to the Director and a vital member of the Director’s Cabinet serves as the primary administrative support to the Director of the Mayor's Office of Contract Services, ensuring the efficient operation of the Director's office through expert calendar management, strategic prioritization, and seamless coordination of administrative functions. This role requires exceptional organizational abilities, professional communication skills, and the capacity to handle confidential matters with discretion.

KEY RESPONSIBILITIES
- Assume oversight responsibility for coordinating and managing the daily administrative functions and logistics of the Director's office with wide latitude for independent judgment and initiative
- Serve as primary liaison to all stakeholders in coordinating administrative activities for special events and initiatives
- Plan, prioritize, and adjust internal and external meetings and commitments for the Director with strategic forethought
- Manage the Director's comprehensive calendar, gathering information for appointments independently
- Coordinate, collect, and organize agenda items for meetings, ensuring all materials are available for review prior to scheduled meetings
- Serve as an active participant in weekly team meetings, collaborating effectively with the Director, Chief of Staff, Director's Cabinet, and First Deputy Director
- Manage daily workflow of incoming requests and deliverables while planning and prioritizing activities
- Prepare and organize briefing materials, talking points, presentations, and correspondence
- Assess urgent situations and exercise independent judgment to escalate important priorities to the Director
- Build and maintain professional relationships with internal and external stakeholders
- Manage the Director's travel arrangements, locally and nationally, ensuring priorities are accomplished within established agency and city guidelines
- Perform additional administrative tasks and special projects as assigned

PREFERRED SKILLS
- Bachelor's degree plus 3+ years of relevant administrative experience, or equivalent combination of education and experience
- Exceptional organizational skills with demonstrated ability to manage multiple competing priorities
- Strong written and verbal communication skills
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Ability to handle confidential information with discretion and professionalism
- Experience supporting executive-level leadership
- Prior experience in municipal government or public sector
- Knowledge of city procurement processes and contract management
- Experience with calendar management software and document management systems
- Understanding of city government structure and protocols

TO APPLY
External applicants, please go to www.nyc.gov/careers/search and search for Job ID #715239
Current City Employees may apply via Employee Self Service (ESS) http://cityshare.nycnet/ess Click on Recruiting Activities/Careers and Search for Job ID #715239

ADDITIONAL INFORMATION
To best serve the City we represent, Mayor’s Office of Contract Services (MOCS) seeks individuals from a variety of backgrounds who can bring different perspectives to contribute to the work of the office. MOCS also seeks candidates who want to contribute to a work environment that values teamwork, inclusion and respect.

MOCS recognizes the unique skills and strengths gained through military service. Veterans and service members of the U.S. Armed Forces are strongly encouraged to apply. Special accommodations provided to applicants with disabilities. Please contact MOCS Disability Service Facilitator at [email protected] or 212-298-0800 to request an accommodation.

WORK LOCATION
255 Greenwich Street, 9th floor, New York, NY 10007

RESEARCH PROJECTS COORDINATOR - 05277

1. Graduation from an accredited college with a baccalaureate degree; or
2. Graduation from an accredited community college plus two years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities; or
3. A four year high school diploma or its educational equivalent plus four years of experience as described in "2" above; or
4. A satisfactory equivalent combination of education and experience.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.