Job details

Executive Assistant to the Deputy Commissioner of Administration

Job Description

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 and the office. The ideal candidate 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 Deputy Commissioner’s schedule is optimized for efficiency and productivity.

- Administrative Support:
Manage scheduling, office management tasks, and day-to-day operations of the Deputy Commissioner’s office.
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 the Deputy Commissioner’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 the Deputy Commissioner, 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.

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE.

Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Average salary estimate

$70000 / YEARLY (est.)

min

max

$60000K

$80000K

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What You Should Know About Executive Assistant to the Deputy Commissioner of Administration, City of New York

Are you ready to take your administrative skills to the next level? The NYC Department of Probation is on the lookout for a dynamic and resourceful Executive Assistant to the Deputy Commissioner of Administration. This vibrant role based in New York City, NY, is perfect for someone who thrives in a fast-paced environment and has a knack for juggling multiple priorities seamlessly. As the pivotal support to the Deputy Commissioner, you will manage complex calendars, coordinate meetings, and prepare crucial briefing materials that keep operations running smoothly. Your strong communication skills will shine as you maintain relationships with a variety of stakeholders, ensuring clarity and collaboration in every interaction. With responsibilities ranging from administrative support and complaint documentation to strategic management of priorities, you’ll be at the heart of the action, making a real impact in the office. If you have a bachelor’s degree and a proven track record in administrative roles, you’ll find this position an exciting opportunity to utilize your skills and further your career. If you’re looking for a role that demands exceptional organizational skills, discretion, and initiative, then apply now and help us continue to improve our vital services for the community!

Frequently Asked Questions (FAQs) for Executive Assistant to the Deputy Commissioner of Administration Role at City of New York

What does the Executive Assistant to the Deputy Commissioner of Administration at NYC Department of Probation do?

The Executive Assistant to the Deputy Commissioner of Administration at NYC Department of Probation plays a crucial role in managing the Deputy Commissioner's calendar, preparing briefing materials, and ensuring smooth administrative operations. This position requires exceptional organizational and communication skills to handle various priorities effectively.