Executive Assistant to the Commissioner

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.

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.

A baccalaureate degree from an accredited college and one year of experience as a secretary; or

An associate’s degree from an accredited college with a major in executive secretarial work and 3 years of experience as a secretary; or

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 secretarial experience performing progressively responsible clerical/administrative work; or

A satisfactory equivalent combination of education and experience.

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.