Executive Assistant

Job Description

Job Description

THE ORGANIZATION

The Center for Justice Innovation is a community justice organization that centers safety and racial justice. Since our founding in 1996, the Center has partnered with community members, courts, and the people most impacted to create stronger, healthier, more just communities.

Our decades of experience in courts and communities, coupled with our field-leading research and practitioner expertise, help us drive justice nationwide in innovative, powerful, and durable ways.

For more information on how and where we work, please visit www.innovatingjustice.org.

The Center is a 900-employee, $100 million nonprofit that accomplishes its vision through three pillars of work : creating and scaling operating programs to test new ideas and solve problems, performing original research to determine what works (and what doesn’t), and providing expert assistance and policy guidance to justice reformers around the world.

Operating Programs

The Center’s operating programs, including the award-winning Red Hook Community Justice Center and Midtown Community Justice Center, test new ideas, solve difficult problems, and attempt to achieve systemic change within the justice system.

Our projects include community-based violence prevention programs, alternatives to incarceration, reentry initiatives, and court-based initiatives that reduce the use of unnecessary incarceration and promote positive individual and family change.

Through this programming, we have produced tangible results like safer streets, reduced incarceration, and improved neighborhood perceptions of justice.

Research

The Center's research teams are staffed with social scientists, data analysts, and lawyers who are academically-trained or have lived experience and who conduct research in the U.

S. and globally on diverse criminal-legal system and justice issues. Their work includes evaluating programs and policies;

conducting exploratory, community-based studies; and providing research translation and strategic planning for system actors.

The Center has published studies on topics including court and jail reform, intimate partner violence, restorative justice, gun violence, reentry, sixth amendment rights, and progressive prosecution.

The research teams strive to make their work meaningful and actionable to the communities they work with, policymakers, and practitioners.

Policy & Expert Assistance

The Center provides hands-on, planning and implementation assistance to a wide range of jurisdictions in areas of reform such as problem-solving courts (e.

g., community courts, treatment courts, domestic violence courts), tribal justice, reducing incarceration and the use of fines / fees and reducing crime and violence.

Our current expert assistance takes many forms, including help with analyzing data, strategic planning and consultation, policy guidance, and hosting site visits to its operating programs in the New York City area.

Center Support

A dedicated support team within the Center ensures the smooth functioning of operations across various domains, including finance, legal, technology, human resources, fundraising, real estate, and communications.

Comprising 15% of the organization's staff, these teams provide essential infrastructure support and innovative solutions aligned with the Center's mission and values.

THE OPPORTUNITY

The Center is seeking an experienced executive assistant to support the Center executives and help with the day-to-day management of their administrative tasks.

The ideal candidate has 3-5 years of experience, ideally as an executive assistant or administrative assistant, strong organizational skills, a warm and upbeat personality, and is comfortable learning and using new technologies.

This role is an in-person role requiring presence at the executive’s offices daily and may support two to three executives.

Some travel required between the Center’s various office sites.

We are seeking a highly skilled, detail orientated, and self-motivated executive assistant to support some of the Center's Executive team.

A successful candidate will serve as a critical resource in creating, efficient, effective and smooth-running executive operating systems.

The role requires an individual with a high EQ and proven experience managing-up and handling a range of confidential matters.

The role will require daily collaboration across multiple departments and work in close collaboration with the Executive team and other executive assistants.

They would strategically manage their time with respect to priorities, goals, and objectives.

Responsibilities include but are not limited to :

• Strategic calendar management : Understand the Executive team members' personal preferences and working style to effectively manage their schedule, ensuring prioritization of tasks and optimal use of time.
• You will arrange meetings, events and travel arrangements as required;
• Meeting preparation, coordination and follow-up : Preparing agendas, taking minutes, and following up on action items to ensure meetings are productive.

Provide the necessary context and background for all meetings to ensure the Executive team members are well prepared. This may include conducting preliminary research, putting together introductory briefs on the attendees and coordinating with other team members across the organization for necessary input.

• Coordinate and arrange facilities, technology, meeting materials and any necessary travel arrangements. You will also be responsible for tracking and managing post-meeting action items;
• Expense and Travel management : This role will be responsible for ensuring that executive credit cards are reconciled timely and submitted to the finance department.

This includes working with different expense management software, following up with executives to receive receipts, collaborating with the accounts payable dept.

• to ensure events, hotels, travel expenses etc. are correctly recorded; Planning and coordinating travel logistics, including flights, accommodations, and itineraries;
• Communication : Acting as a liaison between the executive and other stakeholders, handling emails, phone calls, and correspondence efficiently;
• Document Management : Drafting, reviewing, and managing documents, reports, and presentations, ensuring they are accurate and well-organized;
• Project Support : Assisting with special projects, research, and data analysis as needed, helping to keep initiatives on track;
• Budget Management : Tracking expenses and managing budgets for departmental activities or events;
• Confidentiality Management : Handling sensitive information discreetly and maintaining confidentiality at all times;
• Stakeholder Engagement : Building and maintaining relationships with internal teams, clients, and external partners;
• Prioritization : Assessing the urgency and importance of tasks and effectively prioritizing them for the executive.
• Problem Solving : Anticipating potential issues and proactively finding solutions to avoid disruptions.

Qualifications : An ideal candidate will have :

• At least 5 years of experience as an administrative assistant or executive assistant; proven office management, administrative or assistant experience;
• experience in project management is a plus. Bachelors preferred;

Organizational Skills : Exceptional ability to manage schedules, prioritize tasks, and keep information orderly.

Communication Skills : Clear and effective written and verbal communication, with the ability to interact confidently with various stakeholders.

Attention to Detail : Keen eye for detail to ensure accuracy in documents, schedules, and communications.

Problem-Solving Skills : Resourceful in finding solutions to unexpected challenges, with a proactive approach.

Discretion and Confidentiality : Trustworthy in handling sensitive information and maintaining confidentiality.

Tech Savviness : Proficient in various software tools and technology, including calendar management (Microsoft and Google Suite of products), project management, expense management and communication platforms.

Time Management : Ability to efficiently manage one’s time and the time of the executive, ensuring deadlines are met.

Adaptability : Flexibility to adjust to changing priorities and work in a dynamic environment.

Interpersonal Skills : Strong relationship-building skills to foster collaboration with colleagues and external partners.

Strategic Thinking : Understanding the bigger picture and how tasks align with organizational goals, contributing to strategic planning.

Initiative : Willingness to take charge of tasks and anticipate needs without waiting for direction.

Multitasking Ability : Competent in handling multiple tasks simultaneously while maintaining quality.

Position Type : Full time

Position Location : Manhattan, NY

Compensation : The compensation range for this position is $65,000 - $78,000 and is commensurate with experience. The Center for Court Innovation offers an excellent benefits package including comprehensive healthcare with a national network, free basic dental coverage, vision insurance, short-term and long-term disability, life insurance, and flexible spending accounts including commuter FSA.

We prioritize mental health care for our staff and offer services like Talkspace and Ginger through our healthcare plans.

We offer a 403(b) retirement plan with a two-to-one employer contribution up to 5%.

The Center for Justice Innovation is an equal opportunity employer. We are committed to fostering an inclusive and diverse workplace, and as such, we do not discriminate on the basis of race, color, religion, gender identity, gender expression, pregnancy, national origin, age, military service eligibility, veteran status, sexual orientation, marital status, disability, or any other category protected by law.

We strongly encourage and welcome applications from women, people of color, members of the lesbian, gay, bisexual, and transgender communities, as well as individuals with prior contact with the criminal justice system.

Our aim is to create a supportive and respectful environment where every individual, irrespective of their background or identity, feels valued and included.

As of February 10, 2023, New York City Executive Order 25 rescinded the requirement of the COVID-19 vaccination for City workers, new hires, and contracted employees.

Accordingly, the Center does not require all new hires be vaccinated against the COVID-19 virus; however, the Center recommends all staff, interns, and volunteers stay up-to-date on the vaccination.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete an employment eligibility verification document form upon hire.

Kindly refer to the job posting for the relevant contact information. If the contact details are not provided, we kindly ask that you refrain from making inquiries via phone or email, as only shortlisted candidates will be contacted.

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