JOB DESCRIPTION

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 Assistant Commissioner of Human Resources and Labor Relations and the Human Resources Department. This role requires exceptional organizational skills, discretion, and the ability to manage a variety of administrative tasks while anticipating the needs of the Assistant Commissioner. The ideal candidates will thrive in a dynamic environment, be a strong communicator, and excel at managing competing priorities with professionalism and efficiency.

Key Responsibilities:

• Calendar Management:

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

Anticipate needs and ensure the Assistant Commissioner’s schedule is optimized for efficiency and productivity.

• Administrative Support:

Manage scheduling, office management tasks, and day-to-day operations of Human Resources.

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 HR’s 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.

• Complaint Documentation:

Document and facilitate complaints routed to Human Resources, ensuring timely resolution and communication.

• 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.

• Maximum salary is not guaranteed.

MINIMUM QUALIFICATIONS

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.

PREFERRED SKILLS

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.

Please refer the Job description for details