Executive Assistant

This role is instrumental in supporting the Executive Director of the New York Defenders Association (NYSDA) to advance quality representation in criminal and family court cases around the state.

NYSDA, a not-for-profit, membership organization, has been providing support to New York's public defense community since 1967. NYSDA’s mission is to improve the quality and scope of publicly-supported legal representation to people who cannot afford counsel. NYSDA operates the state’s Public Defense Backup Center, which provides legal support services, training programs, its Public Defense Case Management System, and other services to public defense offices and assigned counsel attorneys throughout the state. NYSDA’s high-quality training is offered to public defense attorneys, investigators, social workers, and other members of public defense teams. The Executive Assistant is an integral part of the Association and works closely with the Executive Director, Deputy Director, and Business Manager.

Duties and Responsibilities

• Provide project management and support services to the Executive Director including:
  • Supporting executive communication and correspondence, internal and external
  • Proactively assisting with management of the Executive Director’s calendar, tasks, projects, travel, expense documentation, professional records, and other administrative support
  • Preparing and maintaining corporate records
  • Coordinating in-person and virtual meetings, events, and conferences
  • Drafting agendas and notes for meetings, internal and external
  • Organizing project and task lists and tracking progress and deadlines
  • Proofreading internal and external communications
  • Work with the Business Manager on financial management accounting matters
  • Reviewing and summarizing funding and vendor contracts
  • Assisting with grant applications and reports
  • Coordinating lobbyist reports, registrations, and internal lobbyists’ training requirements
  • Supporting a range of personnel matters such as hiring, onboarding, development, and recognition
  • Serving as a liaison to the Board of Directors
• Collaborate with and assist other members of the Association on general office support, training programs, events, and other projects, as needed
• Perform other duties as assigned by the Executive Director

Preferred Skills and Qualifications

• 4 years’ experience providing executive support
• Ability to deal with confidential information with the utmost discretion
• Exceptional organizational, project management, time management, and problem-solving skills with ability and willingness to be flexible when things change
• Strong oral and written communication skills and experience writing professional memos and correspondence, proofreading, and taking notes
• Exceptional attention to detail
• Excellent customer service skills
• Proficiency with Microsoft Office suite, including Excel, PowerPoint, Word, and Outlook, and Adobe Acrobat, and online communication tools
• Strong sense of ownership and responsibility
• Ability to set priorities and manage multiple projects from beginning to end, ensuring all timelines are met
• Ability to work well both independently and as a team member; willingness to pitch in where needed
• Experience with professional meeting coordination and event planning, virtual and in person
• Ability to travel around New York State, including locations that do not have public transportation.
• Demonstrated willingness to learn
• Experience in working with non-profits and/or legal services organizations
• Appreciation for engaging with and providing assistance to the professionals we serve
• Alignment with NYSDA’s mission to improve the quality of representation in criminal and family defense

NYSDA’s main office is in Albany, NY. The Executive Assistant works with the Executive Director at the Albany office and will need to travel occasionally to in-person meetings and events throughout the state as needed. Business hours are Monday to Friday, 9:00 am to 5:00 pm. Ability to work weekends, evenings, and overtime as needed (although this will only be occasional).

NYSDA is an equal opportunity employer. NYSDA values diversity, equity, and inclusion and strongly encourages candidates of all identities, orientations, experiences, and communities to apply.