Executive Assistant

EXECUTIVE ASSISTANT

Posted: 06/13/2018

ORGANIZATIONAL SUMMARY

The New York City Criminal Justice Agency (CJA) is a not-for-profit pre-trial and research service organization. We provide pre-trial services to the courts and about 250,000 persons arrested annually in New York City. CJA’s primary operation consists of screening criminal defendants arrested within the five boroughs of the City for pre-trial release. CJA operates 24 hours a day, conducting release interviews in police department detention facilities throughout the city.  This is a great entry level opportunity, with on-the-job training. 4 weeks vacation, union benefits, tuition assistance, and retirement savings plan.

POSITION SUMMARY

Under the direction of one or more executive staff members, the Executive Assistant performs a wide range of administrative tasks with overarching responsibilities for office management, human resources, operations, administration and legal. The primary function of the Executive Assistant is to manage day-to-day operations to ensure best in-class office management and to promote efficiency in all administrative functions.

PRIMARY RESPONSIBILITIES

  • Answers calls, greets visitors, and appropriately directs messages and other communications
  • Schedules and maintains shared calendars including meetings and event bookings using Outlook, Google or other tools
  • Assists with drafting, proofing, editing and formatting documents and correspondence for the various department directors or managers using advanced MS Word (mail merge, track changes, tables, charts, hyperlinks, etc.)
  • Drafts memos based on minor research projects or compiles comparative information using on line resources
  • Creates reports, charts, and  tables from raw data or provides information using Excel with an ability to run pivot tables
  • Uses Adobe or other software for the creation and editing of forms or secure documents and digital signatures
  • Maintains records in accordance with document retention policies and coordinates document storage or destruction
  • Manages travel arrangements including securing transportation, lodgings, preparing itineraries, and arranging all necessary preparations
  • Assists in preparing materials and handouts for special projects, trainings, presentations and meetings using PowerPoint, Word or other presentation software
  • Manages contacts and mailing lists using Constant Contact or similar services
  • Designs and manages online surveys and polls (Survey Monkey, Doodle, etc.,) to help canvass staff, plan or organize programs or services
  • Sets up Webinars ( GoToMeeting, Zoom etc.),Skype, conference calls or other communications media for meetings and team collaborations
  • Supports routine HR & Payroll functions such as time off requests, payroll changes and interview or recruitment scheduling, as needed
  • Acts as the interdepartmental liaison or represents Managers or Directors to external stakeholders and partners
  • Attends internal or external meetings; takes notes and conducts follow-up communications, when needed

QUALIFICATIONS

Education & Experience

  • Bachelor’s degree
  • At least 3-5 years of experience in office management, administration  or human resources

Required Knowledge & Skills

  • Intermediate to advanced experience with MS Suite including Microsoft Word, Excel, PowerPoint, and Outlook
  • Knowledge of cloud-based document sharing and storage, preferred
  • Experience with client or customer management databases, preferred
  • Demonstrates ability to maintain confidentiality and handle sensitive information
  • Ability to work independently with minimal supervision and good judgement
  • Detail oriented with strong organizational skills and an aptitude for working with numbers
  • Must be able to manage multiple priorities  and work productively in an open work space
  • A willingness and desire to learn more about pretrial justice and the mission of CJA
  • Impeccable interpersonal and customer service skills
  • Excellent written and verbal communications skills (spelling, grammar, public speaking)
  • Good analytical and problem solving skills with a solutions driven attitude
  • Ability to work collaboratively with peers and staff at all levels

COMPENSATION: Commensurate with experience

BENEFITS: CJA offers a very generous benefit plan including health, dental and vision insurance, four weeks vacation, paid holidays and a retirement plan with employer matching contributions.

APPLICATION DEADLINE: JUNE 20, 2018 at 5 PM

NOTE: Only those candidates being considered will be contacted. No phone calls please.

 

The New York City Criminal Justice Agency is an Equal Opportunity Employer

 

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