Executive Assistant

Job Summary

The Executive Assistant to the Deputy Defenders is an executive level position. This person will be engaged in supporting and assisting the work of the Deputy Defenders on a daily basis and assisting other members of the executive team as needed.

Major Areas of Responsibility

Draft internal and external correspondence
Work with Deputy Defenders to coordinate court, office and prison schedules on a daily basis and disseminate to the office
Prepare and edit correspondence, communications, presentations and other documents
File and retrieve documents and reference materials
Manage and maintain Deputies’ schedules, appointments, and travel arrangements
Arrange and co-ordinate meetings and events including Interpretation services
Record, transcribe and distribute minutes of meetings
Monitor, screen, respond to and distribute incoming communications
Answer and manage incoming calls
Receive and interact with incoming visitors
Liaise with internal staff at all levels
Interact with external stakeholders and other agencies
Coordinate project-based work
Review operating practices and implement improvements where necessary
Manage and maintain all office user accounts for Westlaw, e-filing, and other permission-based accounts
Make travel and hotel arrangements for Defender employees attending work-related conferences and events
Assist Deputies in data collection and the development of operational statistical reports
Act as liaison for Deputy Defenders, interacting and communicating with all departments, as needed
Attend departmental scheduling meetings and assist Deputies with developing/maintaining daily and monthly court schedules and caseload analysis
Assist with daily reporting and functioning of all criminal practice units
Assist with departmental budgeting implementation, develop and maintain necessary databases for all criminal practice units
Assist Deputies in developing and implementing procedures or protocols to be used across all areas of the criminal trial practice
Create and Maintain departmental reports to assist Deputies and Policy Director in developing workload, caseload and outcome analyses
For clinical interns: submit IT tickets, enter info into Employee Manager, save e-Files and organize their orientation

Key Relationships:

Internal: Deputy Defenders and all of their direct supervisees
External: Clients, criminal justice stakeholders, outside vendors

Qualifications:

Education & Experience

2 years Defender experience preferred
High School Diploma required; Associate’s Degree or Bachelor’s Degree preferred.
Proficient computer skills and in depth knowledge of Microsoft Office Suite, specifically Excel and the use of pivot tables, Word, PowerPoint, Outlook and relevant Defender software
Knowledge of office administrative practices and procedures
Ability to work well with others and handle a variety of tasks simultaneously
Excellent written and interpersonal communications skills
Excellent organizational and time management skills