Executive Administrator

at  NYSERDA

New York is leading the nation in the fight on global climate change and the transition to a clean energy-powered economy. The Climate Leadership and Community Protection Act (Climate Act) has created the most aggressive climate change goals in the nation and requires an ambitious agenda that blends proven catalysts with innovative approaches while operating across a broader energy arena that is rapidly evolving. New York State Energy Research & Development Authority (NYSERDA) is a driving force in realizing this agenda. NYSERDA works with stakeholders that span residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that:

• Attract the private sector capital investment needed to expand New York’s clean energy economy.
• Overcome barriers to using clean energy at a large-scale in New York.
• Enable New York’s communities and residents to benefit equitably from energy efficiency and renewable energy.

JOB OVERVIEW

The New York State Energy Research and Development Authority (NYSERDA) is seeking a qualified and motivated Executive Administrator to provide key administrative support to the Vice President for Large Scale Renewables as well as assisting others. This position interacts on a regular basis with NYSERDA’s management and external executives in a dynamic, fast-paced environment.

MINIMUM QUALIFICATIONS

• An Associate’s degree in business or related discipline plus five years of relevant experience with one year supporting executive management.
• Proven ability to successfully handle multiple projects simultaneously, set priorities and meet deadlines
• Able to handle time-sensitive situations with measured calmness and decisiveness.
• Proficiency in Outlook, Teams, WebEx, Microsoft Office applications, Adobe Professional and Concur
• Perform in a fast-paced environment.
• Ability to demonstrate respect, equity and inclusive behavior and practices of a diverse workforce and community.
• Proven ability to build trust, confidence, respect, and effective working relationships among individuals at all levels of the
• Strong organizational and analytical skills; ability to quickly aggregate and analyze information.
• Successfully prioritize and track multiple projects simultaneously, set priorities and meet deadlines.
• Anticipate needs in advance, plan ahead and react positively to new assignments.
• Handle time-sensitive information in a professional, confidential manner
• Superior organizational, time management, writing, communication, and interpersonal skills.
• Attention to detail with a high degree of accuracy in all duties.
• Functions well independently and in teams
• Work well with all levels of internal management and staff as well as external executives and clients.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Business or related discipline plus 3 years of relevant experience.

• Scheduling:
• Arrange meetings for the business unit lead with outside stakeholders and NYSERDA staff.
• Coordinate schedules for weekly executive meetings, weekly/biweekly check-in meetings and regular meetings on program-related efforts.
• Coordinate with other business units’ staff to arrange and prepare for all events including in-person meetings.
• Working with business unit staff, assisting in preparing agendas, gathering presentations and taking charge of IT requirements and room preparations.
• Schedule multi-agency meetings working with other agencies and stakeholders.
• Meet on a regular basis to coordinate schedules and review speaking invitations and events.
• Make travel arrangements for the lead including arrangements to accommodate work in NYSERDA’s offices (hotel, car, train) as well as travel for outside meetings, conferences, etc.
• Field communications both written and verbal:
• Work with staff, draft responses to letters/emails; intercept telephone calls to the lead.
• Assess whether it is of a nature that should be addressed with the lead or passed on to other staff for handling.
• Prepare expense reports and review/submit reports for all direct reports for approval.
• Assist the lead in developing, planning, and executing NYSERDA-wide communications, agendas, priorities, and materials.
• Work with NYSERDA teams and executive staff to prepare the lead for internal and external meetings, presentations, and events; provide staff support to/at external meetings, activities and events and ensure timely follow up of all action items.
• Provide support to NYSERDA Large-Scale staff when they are on premises.
• Review NYSERDA mail, scanning for handling or passing onto appropriate NYSERDA staff for action.
• Provide support to the other leads or business units as needed.
• Perform other responsibilities as required
• Perform other responsibilities as required
• Ability to demonstrate respect, equity and inclusive behavior and practices of a diverse workforce and community.