Executive Assistant for the Deputy Borough President

The Office of the Brooklyn Borough President is recruiting an Executive Assistant that will provide high-level administrative and project management support to The Deputy Borough President (DBP), ensuring the efficient operation of executive offices and the successful coordination of strategic initiatives. This role serves as a trusted partner to the DBP, managing complex calendars, coordinating cross-functional projects, facilitating communications, and supporting day-to-day operations in a fast-paced, public service environment. Reporting to the DBP and the Senior Project Manager, the Executive Assistant will support the planning and the execution of a range of special initiatives under the Deputy Borough President’s purview in addition to scheduling. The Executive Assistant/ Scheduler is a pivotal member of the executive support team for the Deputy Brooklyn Borough President. Under the supervision of the Senior Project Manager, the Administrative Assistant is tasked with the following responsibilities: Roles & Responsibilities

• Provide comprehensive executive support to the DBP, including managing complex calendars, scheduling meetings, coordinating travel, and prioritizing competing demands.
• Process and prepare memos, correspondence, travel vouchers, or other documents
• Optimize scheduling to prevent double booking and resolve time conflicts for DBP, manage meeting cancellations and notifications
• Serve as the primary point of contact for internal and external stakeholders, exercising sound judgment, professionalism, and discretion when handling sensitive and confidential information.
• Prepare executive correspondence, reports, presentations, meeting agendas, briefing materials, and other high-quality written communications.
• Monitor project timelines, identify potential risks, escalate issues when appropriate, and recommend solutions to keep projects on schedule.
• Maintain organized filing systems, project documentation, and executive records in accordance with organizational policies.
• Perform additional administrative and project coordination duties as assigned.
• Report information about community issues, preferences, and needs with key internal stakeholders and leaders, along with recommendations for needed changes.
• Prepare reports and maintain necessary records related to community relations activities
• Work on special projects as needed.

Minimum Qualifications

• 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
• 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
• 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.

Preferred Skills

• Strong interpersonal skills with the ability to establish and maintain excellent relationships with others.
• Experience supporting C-suite executives or senior leadership in a government, nonprofit, or corporate environment.
• Demonstrated experience managing complex executive calendars with a high volume of meetings, shifting priorities, and competing deadlines.
• Demonstrated ability to work and communicate effectively with people of diverse ethnic, economic, racial, and cultural backgrounds.
• Must have ability to work independently and collaboratively.
• Excellent organizational skills and effective time management.
• Proficiency in using various Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook; and familiarity with virtual platforms (e.g., WebEx, Zoom and Microsoft Team).
• Proficiency in a second language is a plus.
• Highly motivated and self-directed; capable of seeing projects through from beginning to end.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.