Executive Assistant

State of Delaware•Dover, DE

About The Position

The Executive Assistant provides high-level, confidential executive and operational support to the Insurance Commissioner and serves as a key member of the Commissioner's senior management team. The position exercises considerable independent judgment, discretion, initiative, and accountability in managing sensitive, complex, and time-critical matters for the Commissioner and the Delaware Department of Insurance. The incumbent serves as a primary liaison between the Commissioner and the Governor's Office and Cabinet, General Assembly, federal and state officials, stakeholders, industry representatives, media, and the public. The position researches and coordinates responses to constituent concerns, legislative requests, and other matters requiring executive-level attention and provides recommendations on administrative, operational, policy, constituent, and communications matters. The incumbent manages the Commissioner's calendar, meetings, hearings, events, speaking engagements, briefings, and statewide, national, and international travel, ensuring the Commissioner is prepared with appropriate agendas, background materials, speeches, talking points, and other information. The position also manages correspondence and communications, coordinates follow-up, and may oversee the workflow of the Commissioner's Office support staff. Work is performed with minimal supervision. The incumbent anticipates needs, resolves problems, coordinates activities, and keeps the Commissioner informed of significant issues, risks, and emerging concerns while maintaining strict confidentiality and professionalism. This position serves at the pleasure of the Insurance Commissioner. While generally operating during the State's normal business hours, rare occasions may require slight variations to the hours of work.

Requirements

Three years' experience providing administrative, executive, program, or operational support to senior-level management, executives, elected officials, government officials, or other organizational leaders.
Two years' experience researching, analyzing, and evaluating information from multiple sources to prepare reports, briefings, recommendations, correspondence, presentations, or other materials supporting management or executive decision-making.
Two years' experience providing guidance, consultation, or recommendations regarding administrative, operational, program, policy, or procedural matters.
Two years' experience coordinating multiple priorities, projects, meetings, conferences, events, travel, or other complex activities involving competing deadlines and multiple stakeholders.
Two years' experience preparing or coordinating professional correspondence, reports, presentations, public communications, briefing materials, or other written materials requiring accuracy, clarity, and discretion.
One year of experience handling confidential, sensitive, or high-profile matters and exercising independent judgment and discretion.
Three years' experience establishing and maintaining effective working relationships with senior management, government officials, elected officials, stakeholders, external organizations, or the public.
One year of experience using standard computer software/applications to create documents, spreadsheets, presentations, reports, correspondence, and manage electronic information and records.

Responsibilities

Provides high-level executive and operational support to the Insurance Commissioner and serves as a liaison with government officials, legislators, stakeholders, industry representatives, media, employees, and the public.
Handles inquiries, complaints, constituent concerns, legislative requests, and sensitive or high-profile matters; research issues, coordinates responses, monitors follow-up, and escalates matters as appropriate.
Provides guidance and recommendations to the Commissioner regarding administrative, operational, policy, constituent, and procedural matters and identifies emerging issues, risks, and potential problems.
Researches and analyzes information from multiple sources and prepare executive briefings, reports, recommendations, correspondence, presentations, speeches, talking points, and other materials.
Manages the Commissioner's calendar and coordinates meetings, conferences, hearings, events, appearances, speaking engagements, briefings, and travel, including required authorizations and State credit card reconciliation.
Screens and prioritizes correspondence, telephone calls, email, and other communications; coordinates follow-up and ensures matters are appropriately routed.
Maintains confidential records and information and coordinates the workflow of the Commissioner's Office support staff to promote effective office operations.
Prepares and coordinates the Commissioner's annual financial disclosure and other required executive-level filings and documentation.
Assists with Department policies, procedures, initiatives, and operational improvements.
Performs other related duties as required.