Executive Assistant - Investigations and Trails

NYC Department of Health and Mental Hygiene; All (MO); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is looking for a highly organized Executive Assistant to support their Investigations and Trials Unit. This role offers an exciting opportunity to thrive in a dynamic environment, where you'll manage calendars, prepare briefing materials, and build professional relationships with stakeholders. The ideal candidate will demonstrate exceptional organizational skills and discretion while handling multiple priorities with professionalism. Join a team that values efficiency and proactive support, and contribute to the success of the unit while enjoying the benefits of working in a diverse and inclusive workplace.

Benefits

Federal Loan Forgiveness Programs

Diversity and Inclusion Commitment

Qualifications

• 4-year high school diploma or equivalent required.
• Ability to type at least 35 words per minute.

Responsibilities

• Manage calendars, appointments, and meetings efficiently.
• Prepare meeting materials and maintain clear communication.
• Handle high-volume issues and prioritize tasks effectively.

Skills

Organizational Skills

Communication Skills

Multitasking

Discretion

Proficiency in Microsoft Office

Typing Skills

Education

High School Diploma or Educational Equivalent

Tools

Scheduling Software

Job description

Executive Assistant - Investigations and Trails

The NYC Department of Probation (DOP) is seeking a highly organized, proactive, and resourceful Executive Assistant to support the Investigations and Trials Unit. This role requires exceptional organizational skills, discretion, and the ability to manage a variety of administrative tasks while anticipating the needs of the unit. 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

1. Calendar Management: Oversee and maintain comprehensive calendars, scheduling appointments, meetings, interviews, and events. Anticipate needs and ensure schedules are optimized for efficiency.
2. Administrative Support: Manage scheduling, office tasks, and day-to-day operations of the unit. Prepare and organize meeting materials with all necessary documents in advance.
3. Briefing and Communication: Collect, edit, and prepare briefing materials and correspondence. Maintain clear internal and external communication.
4. Relationship Development: Build and maintain professional relationships with stakeholders to support unit objectives.
5. Priority Management: Address high-volume and sensitive issues, determine follow-up actions, and escalate when necessary.
6. Complaint Documentation: Document and facilitate complaint routing, ensuring timely case assignment and communication.
7. Strategic Support: Assist in managing priorities aligned with organizational goals. Anticipate challenges and implement solutions independently.
8. Efficiency and Multitasking: Perform complex tasks independently, meet deadlines, and handle multiple priorities with accuracy.

Applicants must be permanent in the Secretary Civil Service Title or a comparable title eligible.
Secretary - 10252

Minimum Qualifications

A four-year high school diploma or educational equivalent approved by a recognized organization. Ability to type accurately at a minimum of 35 words per minute.

Preferred Skills

• Experience as an Executive Assistant or similar role supporting senior leadership.
• Strong organizational, multitasking, and communication skills.
• Ability to handle confidential information professionally.
• Proficiency in Microsoft Office and scheduling software.
• Experience preparing briefing materials and presentations is highly desirable.

This position is open to qualified persons with disabilities under the 55-a Program. Indicate your interest at the top of your resume and cover letter.

Eligible employees may qualify for federal loan forgiveness programs. Visit https://studentaid.gov/pslf/ for details.

Residency in NYC is generally required within 90 days of appointment, with some exceptions based on continuous employment.

The City of New York is an equal opportunity employer committed to diversity and inclusion.