Executive Assistant

Duties Description

The Executive Assistant, NS, will report to the Chief of Staff of the NYS Justice Center. The Executive Assistant will provide direct support to the Executive Director, Executive Deputy Director and Chief of Staff.

The Executive Assistant serves as a highly trusted, strategic administrative professional within the Executive Office and provides comprehensive executive level support. The incumbent must have exceptional judgement, discretion, political acumen, and the ability to manage complex priorities. The Executive Assistant is a key liaison between executive leadership, agency staff, external stakeholders, and agency partners. Duties of the Executive Assistant will include, but will not be limited to:

• Manage and coordinate, with guidance from the Chief of Staff, executive calendars, including scheduling high-level meetings, engagements, public appearances, and internal leadership meetings;
• Prioritize and resolve scheduling conflicts with sound judgement and understanding of agency priorities;
• Handle highly sensitive and confidential information with discretion and professionalism and exercise judgement in screening issues and escalating matters appropriately;
• Prepare daily briefing materials, meeting agendas, background documents, and executive summaries;
• Assist in drafting and proofreading meeting minutes;
• Assist in editing correspondence, reports, presentations, and office communications;
• Coordinate executive travel arrangements, including vehicle preparation, compliance with state travel policies and travel reconciliation requirements;
• Support preparation for Advisory Council and committee meetings, Chamber meetings, and cabinet level meetings;
• Track and monitor executive action items, deliverables and Chamber requests to ensure timely follow up;
• Support the Chief of Staff in tracking stakeholder engagement and strategic partnerships;
• Organize and coordinate, with guidance from the Executive Deputy Director, executive meetings, retreats, and special initiatives;
• Develop and maintain procedures for the executive office functions;
• May supervise administrative and support staff;
• Assist with other special projects, research assignments, and strategic initiatives as needed to enable the Justice Center to carry out its statutory mandate.

Minimum Qualifications

Bachelor’s degree and three years of relevant experience. *

• Substitutions: four years of specialized experience or

associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.

Preferred Qualification:

• Exceptional organizational and time management skills;
• Advanced proficiency in Office365 Suite and virtual meeting platforms;
• Experience with Statewide Financial System (SFS) and the LATS-NY timesheet system;
• Superior written and verbal communication skills;
• Ability to manage multiple competing priorities with accuracy and composure;
• Demonstrated ability to exercise discretion and maintain confidentiality;
• Strong interpersonal skills and professional presence;
• Ability to work independently and anticipate executive needs.

Additional Comments

Established in 2013 by the Protection with Special Needs Act; The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is charged with protecting over one million New Yorkers under the care or jurisdiction across six State Oversight Agencies.

We offer a comprehensive benefits package, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 College Savings Program

Please note that specific benefits and programs may vary based on negotiating unit, current contract, and length of State service.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the Justice Center’s Telecommuting Program Guidelines.

NOTE ON FINGERPRINTING: Please be advised that should you accept a job offer with this agency, you may be required to be fingerprinted and pay for the cost of the fingerprinting fee.

The New York State Justice Center for the Protection of People with Special Needs is an equal opportunity/affirmative action employer. Our agency does not discriminate based upon age, race, creed/religion, color, national origin, sexual orientation, gender identity or expression, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, prior arrest or conviction record, citizenship/immigration status, or any other applicable legally protected characteristics. The Justice Center is committed to creating and sustaining a culture of inclusion while continuing to build a diverse workforce. Our agency seeks candidates dedicated to working in and contributing to an environment of inclusion that affirms and celebrates the backgrounds, learned and lived experiences, whole identities, and individual perspectives of our staff.

The New York State Justice Center for the Protection of People with Special Needs (Justice Center) provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Human Resources via email at [email protected]