About the position
The NYC Department of Probation (DOP) is a world leader in working creatively and effectively engaging with people under court-mandated community supervision. Through innovative partnerships with people and organizations throughout New York City, DOP provides opportunities for those on probation to access services and opportunities that positively impact their life trajectory. Following the best current data on 'what works,' staff at DOP engage in meaningful relationships with those on probation to enhance community safety and decrease recidivism. The NYC Department of Probation (DOP) is seeking a highly organized, proactive, and resourceful Executive Assistant to support the Commissioner of Probation. This role requires exceptional organizational skills, discretion, and the ability to manage a variety of administrative tasks while anticipating the needs of the Commissioner and the Agency. The ideal candidate will thrive in a dynamic environment, be a strong communicator, and excel at managing competing priorities with professionalism and efficiency.
Responsibilities
- Oversee and maintain comprehensive calendars, scheduling appointments, meetings, interviews, and events.
- Anticipate needs and ensure the Commissioner's schedule is optimized for efficiency and productivity.
- Manage scheduling, office management tasks, and day-to-day operations of the Commissioner's office.
- Prepare and organize meeting materials, ensuring all necessary documents are available in advance.
- Collect, edit, and prepare briefing materials, talking points, presentations, and correspondence.
- Maintain clear and effective communication internally and externally.
- Build and maintain professional relationships with internal and external stakeholders to support the Commissioner's initiatives and objectives.
- Leverage these relationships to facilitate collaboration and ensure the office's priorities are met efficiently.
- 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.
- Document and facilitate complaints routed to the Commissioner, ensuring timely resolution and communication.
- Assist in managing internal and external priorities, ensuring alignment with organizational goals.
- Anticipate challenges and implement solutions with minimal supervision.
- Perform complex tasks independently, meet deadlines, and handle multiple priorities with precision and timeliness.
Requirements
- A baccalaureate degree from an accredited college.
- Six years of full-time experience in coordinating, directing, supervising, and carrying out programs and policies in areas related to and concerning the criminal justice, juvenile justice, corrections, social work or probation field.
- 18 months of experience in a broad administrative, managerial, executive, or consulting capacity.
Nice-to-haves
- Proven experience as an Executive Assistant or in a similar role, preferably supporting senior leadership.
- Strong organizational and multitasking skills, with exceptional attention to detail.
- Outstanding written and verbal communication skills.
- Demonstrated ability to build and maintain professional relationships.
- Ability to handle confidential information with discretion and professionalism.
- Proficiency in Microsoft Office Suite and scheduling software.
- Experience in preparing briefing materials, presentations, and correspondence is highly desirable.
Benefits
- Eligibility for federal loan forgiveness programs and state repayment assistance programs.
- Inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce.
