Executive Assistant

State of Delaware•Dover, DE

About The Position

This position provides comprehensive administrative support to two Deputy Secretaries and staff while serving as backup to the Executive Assistant supporting the Cabinet Secretary and Chief of Staff within the DHSS Office of the Secretary. Responsibilities include tracking workflow, coordinating executive schedules, managing administrative priorities, and ensuring timely completion of assignments. This position provides administrative support by responding to constituent inquiries, consolidating and formatting weekly reports from Division Leadership, preparing maintenance requests, ordering office supplies, monitoring the resource mailbox, and processing travel applications, maintaining records, facilitating communication across divisions, and supporting the efficient daily operation of the executive office.

Requirements

Two years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.

Responsibilities

Represents the agency on behalf of a top-level executive by interacting with internal and external executives and other leadership, the Office of the Governor, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.
Responds to inquiries and complaints, and explains policies, procedures, regulations, and the agency’s position on issues to resolve problems, and receives and disseminates directives.
Provides guidance and consultation to officials, employees, and the public on policy questions and administrative matters and keeps the executive informed of sensitive issues and potential problems.
Screens and prioritizes the executive’s mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by others for signature; composes and signs correspondence or composes replies for the executive’s signature.
Recommends improvements to operating practices, policies, and procedures to ensure smooth and efficient office operation.
Maintains the executive’s daily engagement calendar, screens requests for appointments, and notifies the executive of action taken.
Arranges staff, board, committee, commission, and other meetings, conferences, hearings, travel, press releases, and similar activities.
Collects, compiles, and rearranges materials and pertinent information based on priorities and consultation with the executive.
Plans, coordinates, and directs office activities and/or special projects.
Researches, compiles, and evaluates data for studies, reports, and special assignments.
Prepares and formats official documents, correspondence, and reports, containing technical terminology and confidential or sensitive information.
Maintains personal, confidential, and follow-up files.
May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
Performs other related duties as required.