Special Assistant

About the role

DCAS's mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our commitment to equity, effectiveness, and sustainability guides our work providing City agencies with the critical resources and support needed to succeed, including:

• Recruiting, hiring, and training City employees.
• Managing 56 public buildings.
• Acquiring, selling, and leasing City property.
• Purchasing over $1 billion in goods and services for City agencies.
• Overseeing the greenest municipal vehicle fleet in the country.
• Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

About the role

Dcas

Real Estate Services is the real estate arm of the City of New York. They are responsible for the acquisition, disposition and reallocation of the City’s real property. DCAS oversees the City’s commercial rental and surplus real estate portfolio, and in addition, negotiates and administers City leases of private property for City agency use. This includes overseeing the design and build-out of leased office space, as well as the strategic management of the City’s office portfolio, which includes both leased and owned offices.

The Special Assistant provides executive-level administrative and operational support to the Deputy Commissioner, Chief of Staff, and Executive Office of DCAS Real Estate Services (RES). Responsibilities include managing executive calendars and correspondence, coordinating meetings and events, processing purchase orders, preparing contracts and lease documents for signature, supporting human resources functions, maintaining confidential records, and facilitating communication across RES units to ensure efficient daily operations.

Duties include but not limited to

• Provide special assistance to the Executive Office in their everyday activities,
• Assist with managing Deputy Commissioner external and internal meetings and conference calls;
• Provide support with Deputy Commissioner daily calendar, scheduling meetings and events;
• Serve as the first point of contact for scheduling and routine inquiries to the Executive Office, working in coordination with the Chief of Staff to manage access to the Deputy Commissioner and route substantive matters appropriately;
• Support the Human Resources Business Partner (HRBP) and the Chief of Staff with RES human resources functions;
• Print, scan, and file documents for the unit;
• Create and process purchase orders for Real Estate Service’s needs;
• Coordinate logistics for senior staff meetings, unit-wide meetings, and events, including room reservations, catering, and materials;
• Assist in ensuring all signatures have been obtained for contracts, leases, and amendments;
• Prepare and maintains contracts, leases, and amendments the Deputy Commissioner signs;
• Maintain organized electronic and physical records for the Executive Office, including shared drives, distribution lists, and contact lists;
• Assemble meeting materials (agendas, attendee lists, and documents supplied by staff) ahead of the Deputy Commissioner's meetings;
• Provides smooth day-to-day flow of communication within the unit;
• Contributes to unit goals by accomplishing related duties as required;
• Assist with travel arrangements for Deputy Commissioner;
• Prepare and provide exceptional writing and editing support;
• Provide special assistance to top management on special assignments and projects;
• Manage and respond to all incoming RES Correspondence emails;
• Handle confidential and pre-decisional information with discretion.

Additional information

Only permanent employees in the title, a comparable title, and those that are reachable on the civil service list are eligible to apply.

To Apply

NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.

NOTE: ONLY THOSE CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

Qualifications & Requirements

• A baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 year.