Executive Administrative Specialist - EXEMPT

Government of the Virgin Islands

2d•Hybrid

About The Position

A highly responsible, confidential, and professional administrative position responsible for a variety of administrative functions and duties necessary to ensure the efficient flow of the Division’s executive leadership Office day-to-day activities. This work requires considerable time management and initiative. Work is performed in accordance with established policies, and good judgment is required in the application and execution of tasks. Supervision is received from the Commissioner or his/her designee.

Requirements

Bachelor’s degree from an accredited institution and at least five (5) years of administrative work experience in an office.
OR Advanced Certification from an accredited institution in a related administrative field or a similarly related field and at least eight (8) years of related administrative work experience or an equivalent combination of education and experience.
Knowledge of principles and techniques of modern office management, procedures, practices, and equipment.
Knowledge of the principles and practices of office administration and clerical management.
Skill in exceptional organization and time management.
Ability to coordinate and handle multiple tasks and meet established deadlines.
Skill in customer service and interpersonal communication.
Skill in oral and written communication.
Skill in computer software and applications, especially in the latest Microsoft Office Suite: Word, Excel, Outlook, and PowerPoint.
Ability to maintain confidentiality, employee confidence, and professional discretion.
Ability to serve the public and others in a courteous and professional manner.
Ability to prepare accurate, clear, complete, and concise reports.
Ability to interpret properly and make decisions in accordance with laws, regulations, and policies.
Ability to establish and maintain effective working relationship with all persons contacted, during work.
Ability to work independently with minimal supervision.

Responsibilities

Plan, coordinate, facilitate, and schedule meetings for the Commissioner, Program Manager, and his/her designee, as requested.
Handle issues of a confidential nature as requested by the Commissioner or his/her designee.
Act as liaison with applicable boards and commissions to coordinate scheduling of meetings and Commissioner’s participation.
Maintain and handle documents and information of a sensitive nature with austere confidentiality.
Provide assistance and support with special projects for the department/agency.
Ensure office records are maintained properly.
Organize, coordinate, and maintain the administrative functions of the Commissioner’s office to ensure smooth operational efficiency.
Coordinate travel arrangements for Commissioner or his/her designee.
Maintain and manage the Commissioner’s daily office schedule/calendar.
Prepare travel expense vouchers, reports, routine memorandums, letters/correspondences, and other documents as required for appropriate action and transmittal.
Perform filing and maintenance of commissioner’s office records, reports, and documents.
Provide assistance with the preparations of meetings and applicable events.
Review and analyze incoming memorandums or correspondences and distribute appropriately.
Compile requisite documentation and data and prepare periodic and special reports to be submitted to the Office of the Governor.
Identify and analyze administrative policies and procedures for effective administrative operations.
Provide administrative support to other divisions within the department, as necessary.
Perform other related work as assigned.