Special Assistant to the Executive Office

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

Job summary

The City of New York's Office of Administrative Trials and Hearings (OATH) seeks a highly organized Special Assistant to join the Executive team. Reporting to the First Deputy Commissioner, you will oversee calendars, compose confidential letters, arrange travel, and coordinate access to leadership time and office.

You will also prepare reports, take meeting minutes, support agency-wide projects, and assist with data collection and outreach.

Qualifications

• Must have a bachelor’s degree or equivalent experience in community work or related duties.
• Strong organizational, customer service, and communication skills.
• Ability to manage calendars, arrange travel, and prepare confidential correspondence.

Responsibilities

• Manage demanding calendars for the Commissioner and Chief ALJ and other Executive Office staff.
• Compose and prepare confidential correspondence.
• Arrange travel plans, itineraries, and agendas.
• Coordinate direct access to Commissioner and Chief ALJ’s time and office.
• Prepare reports and special projects, including data collection and distribution.
• Take and organize minutes and notes at meetings for the Executive Office.
• Support agency-wide projects and coordination with stakeholders.
• Screen and route telephone calls and maintain contacts.

Skills

Calendar management

Executive support

Communication skills

Organizational skills

Travel coordination

Minutes taking

Education

Baccalaureate degree

High school diploma

Equivalent education/experience

Tools

Data collection

Job description

ABOUT OATH:

The City of New York’s Office of Administrative Trials and Hearings (OATH) is the nation’s largest administrative tribunal, holding more than 250,000 trials and hearings a year. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.

JOB DESCRIPTION:

OATH is seeking a highly organized Special Assistant to join the Executive team and help advance OATH’s mission. Reporting directly to the First Deputy Commissioner of Strategic Operations, the ideal candidate will possess strong organizational, customer service, and communication skills.

• Manage demanding calendars for the Commissioner and Chief Administrative Law Judge (ALJ) and other Executive Office staff;
• Compose and prepare confidential correspondence;
• Arrange travel plans, itineraries, and agendas;
• Work closely with the First Deputy Commissioners to manage and coordinate direct access to Commissioner and Chief ALJ’s time and office;
• Prepare reports and/or special projects, which may include data collection, coordination, final copy preparation and distribution;
• Complete a broad variety of administrative tasks that facilitate the Commissioner and Chief ALJ’s ability to effectively lead the agency;
• Take and organize minutes and notes at meetings to share with the Executive Office staff;
• Support agency-wide projects, including those related to the Agency Engagement Committee;
• Coordinate with internal and external stakeholders and assist with project management;
• Answer, screen, and route telephone calls using appropriate telephone etiquette;
• Organize and manage Commissioner/Chief ALJ’s contacts and support external outreach on behalf of the Executive Office;
• Prepare and coordinate yearly mail and electronic mail correspondence on behalf of the Commissioner and Chief ALJ’s, and
• Keep the Commissioner and Chief ALJ well informed of upcoming commitments and responsibilities, following up appropriately.

COMMUNITY COORDINATOR - 56058

1. 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. 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. 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.