Executive Assistant

Executive Assistant

The NYC Department of Probation (DOP) is a world leader in working creatively and effectively engaging with people under court-mandated community supervision. Through innovative partnerships with people and organizations throughout New York City, DOP provides opportunities for those on probation to access services and opportunities that positively impact their life trajectory. Following the best current data on "what works," staff at DOP engage in meaningful relationships with those on probation to enhance community safety and decrease recidivism. The New York City Department of Probation is seeking to hire one (1) Executive Assistant who will :

• Manage the ACCO's calendar, scheduling contract deadlines, bid conferences, vendor meetings, inter-agency briefings, and procurement-related events; anticipate needs to ensure an efficient, organized workflow.
• Serve as liaison with vendors, City oversight agencies, community-based organizations, and internal probation staff to address procurement, compliance, and operational matters.
• Coordinate and track timelines for RFPs, small purchases, renewals, and contract registrations; flag urgent items to the ACCO.
• Provide administrative and operational support for the ACCO, including meeting preparation, document control, and office management.
• Ensure the ACCO has all relevant contract files, briefing notes, vendor performance data, and compliance reports in advance of meetings and presentations.
• Coordinate with IT, facilities, and other units to arrange logistics for large-scale procurement meetings, vendor presentations, and training sessions (including catering and guest speaker arrangements).
• Compile, edit, and proof procurement briefing materials, talking points, presentations, and official correspondence to ensure clarity, accuracy, and compliance with City standards.
• Respond to and track a high volume of internal and external inquiries on procurement processes, contract status, and vendor compliance; determine appropriate follow-up actions and escalate sensitive matters.
• Assist in monitoring and managing the ACCO's priorities, ensuring deadlines are met for critical contract submissions and regulatory reporting.
• Maintain confidential records related to vendor performance, contract disputes, and internal compliance reviews.
• Perform complex administrative tasks with minimal supervision while managing multiple procurement-related priorities under tight deadlines.
• Document, track, and help resolve vendor complaints or procurement-related issues brought to the ACCO's attention.

Minimum Qualifications :

A four-year high school diploma or its educational equivalent approved by a State's Department of Education or a recognized accrediting organization? Skills Requirement : You will be required to meet the typing skills requirement by demonstrating the ability to type accurately on a personal computer at a minimum speed of 35 words per minute after errors are deducted. You must meet this requirement in order to be appointed.

Preferred Skills :

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.