Job Title: Executive Assistant
PVN ID: JJ-2207-004979
Category: Clerical/Office Services
Vaccine Warning Notice

Mandatory Vaccine Mandate: As of May 27, 2022, all candidates will be required to provide proof of being fully vaccinated against COVID-19 upon commencing employment. Exemption (medical or religious) requests to this requirement will be considered in accordance with applicable law and criteria. Being fully vaccinated is defined for this purpose as two weeks after a final dose in primary series of an authorized COVID-19 vaccine ( example: two weeks after the second dose of a two-dose vaccine such as Moderna or Pfizer, or two weeks after a single dose vaccine such as Johnson and Johnson). Final candidates must be fully vaccinated as of their first day of employment. Newly hired employees will be sent an email with instructions on how to upload their vaccine information on the Research Foundation portal.

Job Description

General Description

The John Jay College Institute for Justice and Opportunity’s seeks an organized, and professional Executive Assistant to offer critical administrative support to the newly appointed Deputy Director of Programs. The Executive Assistant must thrive in a fast-paced environment that is driven by mission, results, and commitment to community stakeholders.

The Executive Assistant provides attentive, intelligent, intuitive, and proactive support, and will be required to meet deadlines and operate with a keen sense of balancing shifting priorities. They support a variety of day-to-day operations, including scheduling meetings, and taking notes, assisting with programmatic needs, tracking metrics, and handling office management including budget reconciliation and reporting.

The work involves extensive communication and coordination among many departments and requires the flexibility to undertake projects and the skill to communicate effectively with project stakeholders, management, and other relevant parties.


John Jay College Institute for Justice and Opportunity (The Institute) opens doors and eliminates barriers to success for people who have been involved in the criminal legal system as a champion of institutional, structural, and personal transformation. The Institute is one of twelve research entities that collectively comprise the Research Consortium of the John Jay College of Criminal Justice. The Institute has a diverse portfolio of projects that focus on identifying what it takes for people to live successfully in the community after justice involvement and on increasing the effectiveness of the professionals and systems working with them.  Recognizing the transformational power of education, the Institute focuses much of its work on increasing access to higher education for people with criminal histories.  The Institute’s comprehensive and strategic approach includes direct service, research, and technical assistance. To learn more please visit our website:

Other Duties

Job Responsibilities:

  • Manage the calendars for the Deputy Director of Programs.
  • Oversee scheduling of internal team meetings and those with external parties.
  • Support with agenda preparation, presentations, and other materials for key meetings, and take notes during.
  • Compile and share quarterly reports tracking progress of metrics.
  • Coordinate and communicate frequently to Directors, Executive leadership, Staff, and all other departments as necessary
  • Reply to routine telephone, email, and mail correspondence
  • Greet and welcome stakeholders
  • Plan and plan event logistics for programs and guest visits such as information sessions, staff trainings, and workshops
  • Liaise with facility operations, including custodial, catering, and security services
  • Submit work orders for office-related operations, and order and organize office supplies
  • Organize physical and digital records
  • Complete daily administrative tasks and additional responsibilities as assigned.



  • Bachelor’s degree in education, administration, graphic design, social justice or related fields preferred
  • At least two to three years of work experience in an executive office environment, ideally in the nonprofit environment
  • Interest in the administration and initiatives in service of community development and social justice
  • Impeccable attention to detail and ability to follow procedures accurately
  • Strong written and oral communication skills
  • Experience formatting and designing compelling presentations/slides deck
  • Skill in working collaboratively with diverse stakeholders
  • High degree of professionalism and reliability, a willingness to learn, and a demonstrated history of taking initiative
  • Ability to balance multiple tasks and projects and assist the supported positions in maintaining their priorities, as well as diplomatic acumen
  • Excellent computer skills, especially Microsoft Office (Outlook, Word, Excel, and PowerPoint), Google Suite, and CRM databases
  • Aptitude for maintaining and creating systems, as well as strong data organization and analytical abilities
  • Excellent note-taking skills; experience with taking minutes a plus
  • Ability to work independently, seek out needed information in order to complete assignments, and prioritize tasks at hand
  • Proactive, professional demeanor



At the Institute, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Institute believes that diversity and inclusion among our teammates is critical to our success, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.


About the Research Foundation

The Research Foundation of The City University of New York (RFCUNY) was established as a not-for-profit educational corporation chartered by the State of New York in 1963. RFCUNY supports CUNY faculty and staff in identifying and obtaining external support (pre-award) from government and private sponsors and is responsible for the administration of all such funded programs (post-award).

RFCUNY stands between CUNY’s principal investigators (PIs) and the sponsors who support them and strives to fulfill its essential responsibilities to both groups. Working closely with individual PIs and Grants Officers on the campuses, RFCUNY oversees employment, accounting, audit, reporting, purchasing, and special responsibilities that include management of a planned giving program; liaison with governmental agencies and foundations; negotiation of agreements; facility construction and renovation; protection and commercialization of intellectual property; and compliance with applicable standards in research involving human subjects, animal care, environmental and radiological safety, and conflicts of interest.

Equal Employment Opportunity Statement

The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

Key Features

Institute for Justice and Opportunity
Full Time
Annual Salary Range
$45,000.00 - $50,000.00
Closing Date
Dec 31, 2022 (Or Until Filled)