Executive Assistant in the Administrative Division
About The Position
The New York City Department of Probation is seeking a highly organized, proactive, and resourceful Executive Assistant to support the Deputy Commissioner of Administration. The role requires discretion, strong organizational and communication skills, and the ability to manage varied administrative duties while anticipating the Deputy Commissioner’s needs. The ideal candidate will work effectively in a dynamic environment and manage competing priorities professionally and efficiently. The Executive Assistant oversees the Deputy Commissioner’s calendar; supports Division scheduling, office management, and daily operations; and prepares meeting materials, briefing materials, talking points, presentations, and correspondence. The role also maintains communication and relationships with internal and external stakeholders, handles high-volume and sensitive matters, determines appropriate follow-up or escalation, and supports organizational priorities by anticipating challenges and implementing solutions with minimal supervision.
Requirements
- A baccalaureate degree from an accredited college and two years of experience in community work or community-centered activities related to the duties; or high school graduation or equivalent and six years of such experience; or equivalent education and/or experience.
- All candidates must have at least one year of experience in community work or community-centered activities related to the duties.
Responsibilities
- Oversee and maintain comprehensive calendars, including scheduling appointments, meetings, interviews, and events.
- Anticipate the Deputy Commissioner’s needs and optimize the schedule for efficiency and productivity.
- Manage scheduling, office management tasks, and the Division’s day-to-day operations.
- Prepare and organize meeting materials and ensure necessary documents are available in advance.
- Collect, edit, and prepare briefing materials, talking points, presentations, and correspondence.
- Maintain clear and effective internal and external communication.
- Build and maintain professional relationships with internal and external stakeholders to support initiatives and objectives.
- Address high-volume and sensitive priorities, questions, and issues from internal staff and external stakeholders.
- Determine appropriate follow-up actions and escalate matters to senior management when necessary.
- Assist in managing internal and external priorities and ensure alignment with organizational goals.
- Anticipate challenges and implement solutions with minimal supervision.
- Perform complex tasks independently, meet deadlines, and handle multiple priorities accurately and promptly.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
