Executive Sec. and Admin Assistant-2026-08

Job Description 1. Minimum Candidate Qualifications

The candidate must have a minimum of:

• Three years of experience in one or more of the following: Facilities, property or space management, warehouse and inventory operations, fleet or parking management, telecommunications, mail room operations, printing, or records management and retention experience.
• Eligible to work in New York State
• Job Description and Required Services: The Office Services and Facilities Management Units are seeking a qualified facilities professional, to fulfill the role of Facilities Management Administrator. The administrator will collaborate with the Director of Facilities and Operations to ensure that New York City DFS facilities operate safely, efficiently, and effectively. The person hired for the role will be expected to assist with facilities operations; space planning; vendor and contract oversight; building maintenance coordination; oversee storage and inventory operations; oversee maintenance and labor work; and collaborate with relevant internal and external partners on facilities operations.

Job Duties Include

• Assist in coordinating office service operations, including office moves, staff relocations, workspace assignments, workstation installations, and space utilization activities to ensure operational efficiency and continuity of services.
• Schedule, manage, and oversee conference room operations, shared workspace usage, and office activity logistics, including communication of changes to staff and management.
• Serve in a support role as a liaison with building management and maintenance staff, assisting in coordinating and resolving facility, safety, and workplace issues.
• Assist with administrative and operational support functions, including procurement documentation, mailroom and courier coordination, recordkeeping, recycling and maintenance of schedules, logs, and reports.
• Assign and manage tasks within the ticketing system.

Preferred Skills/qualifications

• Experience in facilities operations, building services, space planning, or project management support.
• Three years of prior facilities or building management experience is preferred but not required, provided transferable administrative and operational skills are demonstrated.
• Submission Requirements: Candidates that meet the mandatory minimum qualifications and are interested in this position must submit the following:
• Cover Letter
• Resume

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.