Executive Secretaries and Administrative Assistants

Job Title: Executive Secretary

Summary

The Executive Secretary provides high-level administrative and operational support to the Bureau Chief and Deputy Bureau Chief. This role involves managing recruitment processes, supervising clerical staff, coordinating major projects, and ensuring smooth office operations within the Labor Bureau.

Key Responsibilities

• Recruitment & Onboarding

  • Provide optimization suggestions for improving recruitment processes and implement practical improvements.
  • Develop clear implementation plans with timelines and responsibilities.
  • Conduct interviews for temporary employees and coordinate interviews for potential hires.
  • Assist with onboarding by submitting IT requests and ordering equipment (desk phones, laptops, nameplates).
  • Manage intern hiring process: schedule interviews, send correspondence, upload documents to RMS, complete appointment forms.

• Administrative & Supervisory Duties

  • Supervise clerical staff: assign work, address performance issues, provide feedback, and develop improvement plans.
  • Oversee mail review, sorting, and distribution for assigned Assistant Attorneys General (AAGs).
  • Supervise mailings and assist with mail merges.
  • Serve as Bureau’s point of contact for agency-wide projects and communications.
  • Coordinate translation and interpretation services.
  • Request court reporters/videographers via Veritext.

• Office Operations & Communication

  • Report service issues for office printers and manage part replacements.
  • Handle receipt and distribution of CAFA notices, Labor Law Section 215 notices, and other public notices.
  • Coordinate room reservations for meetings and subpoena hearings.
  • Ensure visitor clearance by updating security lists.
  • Communicate with the public and other OAG divisions to resolve mail or court document issues.

• Document & Data Management

  • Maintain and update Bureau SharePoint (calendars, AODs, org charts, directories, press releases).
  • Post Labor Bureau AODs to public website and shared folder.
  • Manage non-compete intakes and phone intakes; enter details into NYMatters and assign as needed.
  • Archive and file closed case files and WC cases using PAM database; coordinate with Records for FOIL requests.

• Executive Support

  • Schedule meetings for Bureau Chief, Deputy Bureau Chief, and senior staff.
  • Prepare agendas and ensure performance evaluation deadlines are met.
  • Arrange travel and submit receipts via SFS for reimbursement.
  • Coordinate office equipment and administrative needs with IT and Administration.
  • Communicate building issues with NYCAdminOp.

• General Administrative Tasks

  • Order office supplies and maintain inventory.
  • Deliver and collect time-sensitive items from print shop.
  • Prepare cover letters, fax cover sheets, and envelopes for attorney correspondence.
  • Draft office policies and procedures for mail and fax handling.

Preferred Education

• Technical Degree or Certificate Program