Executive Assistant in the Administrative Division

Cityofnewyork; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

City of New York is seeking a Community Coordinator to manage busy calendars, support the Deputy Commissioner, and coordinate communication with internal and external partners. The role emphasizes strategic prioritization, briefing preparations, and cross-team collaboration.

The candidate will build relationships with a wide range of stakeholders, handle high-volume tasks, and ensure timely follow-ups. This is a full-time on-site position with the Department of Probation in New York.

Qualifications

• Baccalaureate degree from an accredited college and two years of experience in community work or community-centered activities or equivalent.
• High school graduation or equivalent plus six years of relevant experience; or education/experience equivalent with at least one year of the first type.
• All candidates must meet the stated education/experience requirements.

Responsibilities

• Oversee and maintain comprehensive calendars, scheduling appointments, meetings, interviews, and events.
• Anticipate needs and optimize the Deputy Commissioner’s schedule for efficiency.
• Manage scheduling, office tasks, and day-to-day operations of the Division.
• Prepare briefing materials, talking points, presentations, and correspondence.
• Maintain clear and effective internal and external communication.
• Build and maintain professional relationships with internal and external stakeholders.
• Address high-volume and sensitive priorities from staff and stakeholders.
• Assist in managing internal/external priorities aligning with organizational goals.
• Perform complex tasks independently and meet deadlines while handling multiple priorities.

Skills

Calendar management

Administrative support

Briefing

Communication

Relationship building

Priority management

Strategic thinking

Multitasking

Education

Bachelor's degree

High School diploma

Job description

Description

he New York City Department of Probation is dedicated to improving public safety by supporting individuals on probation. DOP uses research-based practices to supervise and support people on probation and help prevent further interactions with the justice system. By expanding access to education and gainful employment opportunities, healthcare, family supports, and civic engagement, DOP empowers New Yorkers under their supervision to lead safe and thriving lives.

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 Division.
• 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 Strategic Initiatives’ 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.

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.

COMMUNITY COORDINATOR - 56058

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.

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.