Executive Assistant I

State of North Carolina

2d • Hybrid

About The Position

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence. The primary purpose of the position is to serve as an Executive Assistant to the Executive Leadership team for DCFW. This employee operates in a fast-paced environment and will support the Executive Leadership team in establishing critical infrastructure and processes for the new Division of Child and Family Well-Being. The position also serves as the Supervisor to the Receptionist. The position: · Functions as the assistant to the Executive Leadership Team for DCFW. · Coordinates key administrative support functions impacting the management and daily operations of the Division of Child and Family Well-Being (DCFW), which has approximately 1,000 employees. · Coordinates schedules and handles administrative tasks (e.g., travel) Executive Leadership team for DCFW. · Provides information about the Division’s programs, services, and policies to program staff within the Division of Child and Family Well-Being, and managers of other units within the Department. This position also has extensive contact with the public, including accurately and diplomatically fielding requests from division stakeholders such as members of the General Assembly, the Office of the Governor, Congressional staffers and members of Congress, officials of federal and state agencies/universities, private partners, the media, consumers and families, advocacy organizations, local government officials and the general public. · In order to fulfill these responsibilities, the position must have a strong working knowledge of the Division’s variety of complex programs, Sections, and Units in order to appropriately assign inquiries or redirect questions not appropriate for the Director’s office. The position must thoroughly understand Division policy and the Division’s and Department’s missions and priorities. · The position has delegated authority from the Director to assign tasks to Assistant Directors and other Division staff and for ensuring that such tasks are completed. · Prioritizes requests from external groups requesting meetings or speaking engagements with the Executive Leadership team and delegates those of lesser priority to other Division staff. · Provides administrative support responsibilities for various in-person or virtual webinars or meetings for the Executive Leadership team. · Provides administrative support for the Division’s public affairs, including organization, production, updating, distribution, and archiving of outreach materials and website content, records management and information storage and retrieval systems. · Supervise Temp Solutions Receptionist position for DCFW. · Plan and coordinate events for Division of Child and Family Well-Being i.e. Employee Appreciation and State Employee Combined Campaign. · Manage and make recommendations for office space assignments. Maintain the upkeep of the floor plan for the division. · All other duties as assigned by the Executive Leadership team.

Requirements

• Bachelor’s degree, preferably in business administration or a related discipline from an appropriately accredited institution; or Associate’s degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or an equivalent combination of education and experience.

Nice To Haves

• Demonstrated experience applying programmatic knowledge to perform and manage a high volume of complex administrative tasks, including prioritizing work, meeting deadlines, and supporting operational needs.
• Demonstrated experience identifying and analyzing issues, problems, and opportunities; determining appropriate courses of action; developing action plans; and coordinating activities through implementation.
• Demonstrated experience presenting information clearly and effectively in both verbal and written form, including editing written materials, using correct grammar and organization, and adjusting language or terminology to meet the needs of diverse audiences.
• Demonstrated experience compiling, organizing, and analyzing printed and electronic information, including proficiency with Microsoft Office applications (Word, Excel, PowerPoint) and standard office management practices and technologies.
• Demonstrated experience establishing and maintaining effective working relationships and providing guidance or direction to staff to support team and organizational objectives.

Responsibilities

• Functions as the assistant to the Executive Leadership Team for DCFW.
• Coordinates key administrative support functions impacting the management and daily operations of the Division of Child and Family Well-Being (DCFW), which has approximately 1,000 employees.
• Coordinates schedules and handles administrative tasks (e.g., travel) Executive Leadership team for DCFW.
• Provides information about the Division’s programs, services, and policies to program staff within the Division of Child and Family Well-Being, and managers of other units within the Department.
• Prioritizes requests from external groups requesting meetings or speaking engagements with the Executive Leadership team and delegates those of lesser priority to other Division staff.
• Provides administrative support responsibilities for various in-person or virtual webinars or meetings for the Executive Leadership team.
• Provides administrative support for the Division’s public affairs, including organization, production, updating, distribution, and archiving of outreach materials and website content, records management and information storage and retrieval systems.
• Supervise Temp Solutions Receptionist position for DCFW.
• Plan and coordinate events for Division of Child and Family Well-Being i.e. Employee Appreciation and State Employee Combined Campaign.
• Manage and make recommendations for office space assignments.
• Maintain the upkeep of the floor plan for the division.
• All other duties as assigned by the Executive Leadership team.

Benefits

• The State of North Carolina offers excellent comprehensive benefits.
• Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis).
• Employees also receive paid vacation, sick, and community service leave.
• In addition, paid parental leave is available to eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level