Executive Assistant to the Deputy Commissioner of Administration

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.

Minimum Qualifications

• 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
• 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
• 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;
• 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.
  
  

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.
  
  

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.