Executive Assistant to the President

ABOUT THE OFFICE OF THE APPELLATE DEFENDER(OAD):

The Office of the Appellate Defender (OAD) is one of New York City’s oldest providers of appellate representation to people who cannot afford to pay an attorney for the appeal of a criminal conviction. OAD’s core mission is to ensure full and equal access to justice by providing high-quality and client-centered representation throughout the appellate process. This approach enables our attorneys to focus on the best issues for appeal, to tell our clients’ stories effectively, and to identify and pursue other forms of advocacy that are most effective for each client’s unique circumstances. OAD is committed to developing and litigating innovative legal theories that most effectively demonstrate the injustices that our clients have experienced.

OAD is devoted to recruiting, hiring, and retaining a workforce comprised of individuals from different cultures, races, educational backgrounds, life experiences, socio-economic classes, sexual orientations, ages, genders, and physical abilities. OAD recognizes that our clients are predominantly Black and Brown peopleand firmly believes that a diverse staff is important to providing this standard of representation. Every OAD staff member shares a profound commitment to public service and to defending people who have been disadvantaged by legal and economic systems.

ROLE OVERVIEW:

We are seeking a highly organized, tech-savvy, and discreet professional to serve as the Executive Assistant to the President and Attorney in Charge. This is a unique role that falls in between an executive assistant and chief of staff. This is not an entry level administrative or executive assistant role.

The Executive Assistant to the President serves as the President’s principal administrative and operational partner, providing high level executive assistance, while coordinating organizational priorities, executive workflow, and strategic initiatives. The position ensures the efficient operation of the organization’s leadership team through exceptional calendar and communications management, project coordination, and developing and monitoring the systems’ framework that support organizational effectiveness and sustainability.

Every staff member is expected to incorporate OAD’s core values Human-Centered practice, Zealous Representation and Advocacy, Respect and Civility, Trust, and Collaboration into their work and interactions.

RESPONSIBILITIES:

Executive Support (40%)

• Manage the President/Attorney-in-Charge’s complex calendar.
• Schedule internal and external meetings using videoconferencing or in person.
• Handle sensitive and privileged email correspondence and communication with discretion and strict confidentiality.
• Manage high-volume communications with professionalism and sound judgment.
• Schedule, prepare agendas, meeting materials and other documents for leadership team meetings.
• Schedule, prepare agendas and meeting materials for the Board of Directors.
• Assist the President with Board and other stakeholder engagement.
• Keep meeting notes when appropriate and track follow-up items from meetings.
• Prepare correspondence and presentations for external stakeholders.
• Maintain executive files.
• Coordinate insurance compliance for the organization.
• Assist with fundraising activities, including annual gala preparation and maintaining donor records.
• Perform other administrative and coordination duties as necessary.

Executive Operations (40%)

• Develop and implement systems to improve executive workflow and document management.
• Maintain the executive dashboard tracking officewide strategic initiatives.
• Follow up leadership assignments.
• Monitor organizational deadlines.
• Maintain the leadership team decision log.
• Track lobbying efforts and outreach.
• Monitor grants and reporting deadlines.
• Coordinate accounts receivables/payables.
• Special initiatives assigned by the President.

Cross-Functional Collaboration (20%)

• Coordinate work between teams.
• Follow up on projects.
• Identify bottlenecks.
• Help prepare culture retreats and other organization wide events.
• Coordinate and monitor organizational planning and implementation.
• Collaborate with other members of the leadership team.

QUALIFICATIONS:

• Bachelor’s degree preferred.
• Progressive experience as an administrative assistant or operations coordinator in a corporate, legal, or nonprofit office setting, with a minimum of three (3) years of experience providing executive-level administrative and/or operational support.
• Advanced proficiency in Microsoft Office 365, especially Outlook, Excel, PowerPoint, and Planner, Asana, and Monday.com.

• Experience with donor management systems (e.g., Neon One, Salesforce, Raiser’s Edge), or ability to learn new systems.
• Proven ability to handle confidential information with integrity.
• Strong organizational, communication, and prioritization skills.
• Strong written and verbal communication skills.
• Ability to work independently and exercise sound judgment.

• Generous vacation time and 14 paid holidays, including Summer Fridays where the office closes early.
• 401(k) with a defined contribution of 3.5%
• from OAD regardless of participation.
• Personal, bereavement, and sick days given on the first day of employment.
• Comprehensive health, dental, vision, and life insurance benefits, flexible spending, and health reimbursement account.