Executive Secretary (Executive Assistant) – VID 211168

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The incumbent of this position would be responsible for, but not limited to the following:

• Provide high-level administrative support and assistance to the ABC/SLA assigned leadership staff.• Delegate, on behalf of the agency head, assignments to program staff; provide periodic status reports on such assignments; and ensure completion by deadline.
• Research and assemble pertinent facts required by the executive staff to make decisions or reply to correspondence.
• Draft correspondence for executive-level staff’s signature.
• Review and edit responses to correspondence from staff for the executive-level signature.
• Summarize various reports, articles, and other documents for executive-level staff.
• Review, clarify, and interpret policy proposals submitted by agency staff, highlighting key points for review by the executive-level staff.
• Serve as liaison with executive and management staff at own agency and other State agencies.
• Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.• Arrange travel and accommodations for executives.• Schedule and attend meetings on behalf of executives, taking notes and recording minutes.• Perform office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.• Perform other related duties as assigned.• May supervise professional and administrative and support staff.

The minimum qualifications required for this vacancy.

Minimum Qualifications

A bachelor’s degree and two years of relevant experience.**Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.Preferred Qualifications:

• Expertise in Executive Calendar Management: Proven experience in scheduling and coordinating multiple executive calendars, ensuring seamless organization and prioritization of appointments.
• Adaptability in Dynamic Environments: Skilled at managing frequent schedule adjustments with agility, maintaining efficiency and clarity amidst changing priorities.
• Comprehensive Travel Coordination Knowledge: Familiarity with SFS and B1184 requirements, enabling effective travel reconciliation. NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional comments regarding the vacancy. Additional Comments Note:

• Travel may be required (approximately 5%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required or otherwise demonstrate the capacity to meet the transportation needs of the job. The Division of Alcoholic Beverage Control is an Equal Opportunity Affirmative Action Employer. Candidates with diverse backgrounds and experience are encouraged to apply. New York State Human Rights Law prohibits discrimination based on age, race, creed, color, national origin, sexual orientation, military status, familial status, citizen or immigration status, sex, disability, marital status, gender identity or expression, prior arrests, prior conviction records, predisposing genetic characteristics or domestic violence victim status. The Division of Alcoholic Beverage Control is committed to a workplace free from discrimination based on the referenced characteristics and other federal and state protected characteristics.NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

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