Executive Assistant to the Deputy Commissioner of Administration

The Executive Assistant to the Deputy Commissioner of Administration at the NYC Department of Probation is responsible for managing the Deputy Commissioner's calendar, providing administrative support, preparing briefing materials, and maintaining effective communication with stakeholders. The role also involves priority management, complaint documentation, and strategic support, ensuring the office runs smoothly and efficiently.

To qualify for the Executive Assistant position at NYC Department of Probation, candidates need either a baccalaureate degree and two years of relevant experience or a high school diploma with six years of experience in community work or associated activities. At least one year of specific experience related to the duties is also mandatory.

The Executive Assistant supports the Deputy Commissioner by ensuring optimal calendar management, preparing briefing documents, and facilitating communication with stakeholders. This role helps streamline office operations, allowing the Deputy Commissioner to focus on strategic initiatives and community engagement.

Essential skills for the Executive Assistant role at NYC Department of Probation include exceptional organizational abilities, effective verbal and written communication, versatility in multitasking, and discretion in handling sensitive information. A proactive mindset and the ability to build relationships are also crucial.

A typical day for the Executive Assistant at NYC Department of Probation includes managing the Deputy Commissioner's busy calendar, preparing necessary documents for meetings, addressing queries from staff, and documenting complaints. The role is dynamic, requiring the ability to shift gears quickly in a fast-paced environment.

When prioritizing tasks, it's essential to assess deadlines and the urgency of each task. Begin by creating a list and categorizing the items. For an Executive Assistant, it’s also vital to consider the Deputy Commissioner’s needs and adjust priorities accordingly to ensure their goals are met efficiently.

In my previous role, I managed calendars for senior executives by scheduling meetings, sorting through competing priorities, and ensuring there were no overlaps. I utilized tools and best practices, such as color-coded scheduling, to maximize efficiency and ensure productivity.

Dealing with confidential information requires discretion and trustworthiness. I ensure that sensitive information is only shared with authorized personnel and is securely stored or disposed of appropriately. Additionally, I stay updated on confidentiality policies and best practices.

In a past role, I handled a situation where two projects had overlapping deadlines. I facilitated a discussion between both teams to reassess their priorities and offered solutions to redistribute tasks, which not only resolved the conflict but also strengthened relationships between departments.

To prepare briefing materials effectively, I start by compiling essential information from various sources, ensuring accuracy and relevance. I structure these materials clearly and concisely, highlighting key points to make it easy for the Deputy Commissioner to convey messages during meetings.

For office management tasks, I utilize a variety of digital tools, including calendar applications, project management software, and communication platforms. Familiarity with these tools enhances organization and collaboration, ensuring all tasks are tracked and deadlines are met.

Handling a high-volume workload requires effective time management and prioritization. I make use of organizational tools to keep track of tasks and deadlines, and I focus on completing urgent assignments first while delegating responsibilities when necessary without sacrificing quality.

To maintain professionalism in communication, I prioritize clarity, respectful language, and active listening. I ensure I’m fully engaged in conversations, whether in-person or via email, and remain open to feedback, which fosters a constructive communication environment.

I'm particularly drawn to the Executive Assistant position at NYC Department of Probation because I admire the organization’s commitment to community service and administrative efficiency. I see this role as a platform to leverage my organizational skills while contributing to meaningful societal improvements.

Building relationships with stakeholders involves proactive communication, regular check-ins, and demonstrating genuine interest in their needs. By being approachable and responsive, I create an environment that encourages collaboration, trust, and mutual respect.