Executive Assistant to Deputy Defenders

Job Description

Job Description

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