Position Information

NY HELPNo

AgencyLabor, Department of

TitleProject Coordinator - Executive Office Admin – Albany

Occupational CategoryAdministrative or General Management

Salary GradeHourly

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $32.64 to $32.64 Hourly

Employment Type Full-Time

Appointment Type Temporary

Jurisdictional Class "Other" (generally Military Law positions)

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Department of Labor

Harriman State Campus Bldg 12

City Albany

StateNY

Zip Code12226

Job Specifics

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

Minimum Qualifications An associates degree or higher and at least two (2) years of administrative support experience, preferably supporting senior or executive level staff;

OR

At least four (4) years of administrative support experience, preferably supporting senior or executive level staff.

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

Preferred Qualifications:

• Ability to initiate and maintain relationships across a diverse set of stakeholders
• Proven experience in an administrative or executive assistant role.
• Exceptional attention to detail, organizational and time management skills
• Ability to manage multiple priorities and deadlines with a calm, solutions-oriented approach.
• Ability to work independently with minimal supervision, exercising sound judgement and proactive problem-solving
• Strong interpersonal skills with a friendly and professional demeanor.
• Demonstrated reliability, discretion, and a proactive attitude.
• Tech-savvy with proficiency in Microsoft Office Suite, Outlook and Teams
• Excellent written and verbal communication skills.
• Team player with a willingness to go above and beyond to assist where needed.

Additional Comments •13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
•Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
•Choice of several affordable and competitive health insurance plans
•Dental and vision insurance plans at no additional cost
•Membership in the NYS Employee’s Retirement System
•NYS Deferred Compensation Investment Plan
•Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees)
•Eligibility to apply for tuition reimbursement for qualifying employees and courses
•Paid Parental Leave

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Andrea Arney

Telephone 518-457-1020

Fax EFax:5184742871@fax.ny.gov

Email Address labor.sm.personnel.jva@labor.ny.gov

Address

Street Department of Labor/Personnel

Harriman State Campus Bldg 12 Rm 561

City Albany

State NY

Zip Code 12226

 

Notes on ApplyingAll candidates must submit a written resume and cover letter which clearly demonstrates how they meet the minimum qualifications for the position. These documents must be received by August 4, 2025 and submitted via email to labor.sm.personnel.jva@labor.ny.gov or mailed to the NYS Department of Labor, Personnel Bureau, Building 12, Room 561, State Office Campus, Albany, NY 12226. You must include, Vacancy ID 192742, Project Coordinator -Executive Office Admin, in the subject line of your email. Failure to do so may result in a delay of processing your application.

Candidates from diverse backgrounds are encouraged to apply. Department of Labor is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.

New York State (NYS) is an equal opportunity/affirmative action employer. NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.

If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please contact: Department of Labor, Attn: Director, Office of Diversity, Equity, Inclusion and Access (ODEIA), Building 12, Albany, NY 12226 (Phone (518) 457-1984 and/or fax (518) 485-2575.)