Executive Assistant

City of New York • New York City, NY

2d

About The Position

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community. The Family Services Division (FSD) and its network of contracted providers deliver one of the largest and most diverse continuum of community-based child welfare prevention services in the nation to improve safety, well-being, and permanency for thousands of families and children each year. FSD focuses on systems improvement, innovation, and strategic initiatives that require collaboration with major community partners to address urgent or emerging provider and family needs, city or state mandates, and high-priority strategic goals of ACS leadership. The Office of the Deputy Commissioner is looking for an Executive Assistant to provide essential administrative support to the Deputy Commissioner of FSD and the Deputy Commissioner Office. The Executive Assistant will play a vital role within the team by, managing complex schedules, acting as a primary point of contact for internal and external partners, and ensuring seamless management of all administrative support.

Requirements

• 1. 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 2. 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 3. 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.

Responsibilities

• Administrative Support: Provide administrative support to the Deputy Commissioner, this may include, simplifying meetings by preparing agendas, taking notes/minutes, and highlighting next steps. Ideal candidate will assist with preparing spreadsheets, and presentations by using Microsoft Excel, Word, PowerPoint, Visio, and other computer reporting programs.
• Schedule and Meeting Coordination: Manage complex calendars, schedule meetings with internal, external partners, and teams within the Division. Handle correspondences (email, inter-office mail, mail, phone) with efficiency and professionalism.
• Workflow and Operations: Support the coordination of the Deputy Commissioner Office, this may include processing requests and ticket related inquiries, managing office supplies, and organizing the team’s data sharing folders on one drive. Candidate must possess superb problem-solving skills and have a heightened sense for determining urgent matters.
• Special Projects: Assist with special projects and initiatives as assigned by the Deputy Commissioner, which may include proofreading documents to ensure accuracy, and recordkeeping. Collaborating with internal, external partners, and teams within the Division. Collect and track data as needed, including attendance sheets from events and meetings, survey results, and prevention provider feedback during events or meetings. Assist with logistics as needed, which may include scouting and reserving event space, submitting requests to the copy center, submitting transportation requests and having an active role in event planning and set up.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level