Executive Assistant in the Administrative Division

About the role

he New York City Department of Probation is dedicated to improving public safety by supporting individuals on probation. DOP uses research-based practices to supervise and support people on probation and help prevent further interactions with the justice system. By expanding access to education and gainful employment opportunities, healthcare, family supports, and civic engagement, DOP empowers New Yorkers under their supervision to lead safe and thriving lives.

The NYC Department of Probation (DOP) is seeking a highly organized, proactive, and resourceful Executive Assistant to support the Deputy Commissioner of Administration. This role requires exceptional organizational skills, discretion, and the ability to manage a variety of administrative tasks while anticipating the needs of the Deputy Commissioner. The ideal candidate will thrive in a dynamic environment, be a strong communicator, and excel at managing competing priorities with professionalism and efficiency.

• Calendar Management:

Oversee and maintain comprehensive calendars, scheduling appointments, meetings, interviews, and events.

Anticipate needs and ensure the Deputy Commissioner's schedule is optimized for efficiency and productivity.

• Administrative Support:

Manage scheduling, office management tasks, and day-to-day operations of the Division.

Prepare and organize meeting materials, ensuring all necessary documents are available in advance.

• Briefing and Communication:

Collect, edit, and prepare briefing materials, talking points, presentations, and correspondence.

Maintain clear and effective communication internally and externally.

• Relationship Development:

Build and maintain professional relationships with internal and external stakeholders to support Strategic Initiatives' initiatives and objectives.

Leverage these relationships to facilitate collaboration and ensure the office's priorities are met efficiently.

• Priority Management:

Address a wide range of high-volume and sensitive priorities, questions, and issues from internal staff and external stakeholders.

Accurately determine appropriate follow-up actions, escalating matters to senior management when necessary.

• Strategic Support:

Assist in managing internal and external priorities, ensuring alignment with organizational goals.

Anticipate challenges and implement solutions with minimal supervision.

• Efficiency and Multitasking:

Perform complex tasks independently, meet deadlines, and handle multiple priorities with precision and timeliness.

Qualifications & Requirements

• A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.