Executive Assistant I

State of North Carolina•Nash, NC

10h•$45,431 - $79,504•Onsite

About The Position

This position serves as the Executive Assistant to the Chief Operating Officer (COO). It requires regular contact with the public by telephone, email, mail, Contact Us inquiries, and in person visits regarding DMV-related matters. The Executive Assistant provides accurate information to customers, including confidential details when appropriate, and responds to general questions about DMV policies and procedures. The position is responsible for gathering the necessary information from customers to provide accurate guidance and directing them to the appropriate personnel to ensure excellent customer service. Additional responsibilities include scheduling meetings for the COO and contacting management to request information on behalf of the Commissioner’s Office Team and customers. This role drafts form letters for supervisory approval and may create new correspondence, including memos and letters for the Commissioner and COO. The Executive Assistant also composes responses to citizens and legislators. The position will establish and maintain a filing system for the COO’s Office, including confidential materials such as DMV memos, meeting notes and agendas, investigative reports, legislative and bill information, and correspondence from the DOT Secretary, the Governor, and others. Additional duties include assisting with confidential personnel actions, ordering office supplies, maintaining office equipment, entering travel reimbursements, and providing general support to the COO. Responsibilities may expand as part of the modernization process or at the discretion of the COO. This position requires a high level of flexibility, adaptability, and attention to detail. The primary focus is providing direct support to the Chief Operating Officer; however, the role supports the entire Commissioner’s Office Team. This is an in person position and requires being on the Rocky Mount campus each day.

Requirements

Considerable knowledge of program information systems.
Ability to communicate effectively and tactfully with diverse audiences.
Ability to maintain confidential and sensitive information.
Demonstrated ability to interpret legal documents.
Strong customer service focus.
Demonstrated ability to compile, prioritize, and organize both printed and electronic information.
Demonstrated ability to identify and understand issues, problems, and opportunities.
Experience in Microsoft Word, Excel, Access, PowerPoint, Outlook, Teams, SAP, BEACON, and other standard software.
Experience with office equipment such as computers, copiers, fax machines, and scanners.
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

High level of flexibility, adaptability, and attention to detail.

Responsibilities

Serve as the Executive Assistant to the Chief Operating Officer (COO).
Provide accurate information to customers regarding DMV-related matters via telephone, email, mail, Contact Us inquiries, and in-person visits.
Gather necessary information from customers to provide accurate guidance and direct them to appropriate personnel.
Schedule meetings for the COO.
Contact management to request information on behalf of the Commissioner’s Office Team and customers.
Draft form letters for supervisory approval.
Create new correspondence, including memos and letters for the Commissioner and COO.
Compose responses to citizens and legislators.
Establish and maintain a filing system for the COO’s Office, including confidential materials.
Assist with confidential personnel actions.
Order office supplies.
Maintain office equipment.
Enter travel reimbursements.
Provide general support to the COO.
Adapt to expanding responsibilities during modernization or at the discretion of the COO.