Secretary Specialist - Executive Assistant - Commissioner's Office

State of Maine • Gardiner, ME

2d • Onsite

About The Position

If you're an experienced executive assistant who excels at keeping leaders organized and informed, this is an opportunity to make a meaningful impact on the people of Maine. As the Executive Assistant to the Commissioner, you'll serve as a trusted advisor and strategic partner to the Department of Professional and Financial Regulation's commissioner and senior leadership team, helping advance the department's mission of protecting Maine consumers through the licensing and regulation of professions, occupations, and financial industries. In this highly visible role, you'll coordinate executive priorities, research and analyze complex issues, develop and improve policies and procedures, support legislative initiatives, and serve as a key point of contact for agency leadership, the Governor's Office, elected officials, stakeholders, and the public. Success in this position requires exceptional judgment, discretion, and the ability to adapt quickly as priorities evolve.

Requirements

• Experience providing executive-level administrative support and managing executive correspondence.
• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• Ability to research and analyze complex issues, prepare reports and briefing materials, recommend solutions, and implement process improvements.
• Ability to work effectively with people from diverse backgrounds and perspectives.
• Ability to adapt to changing priorities, manage competing deadlines, perform effectively under pressure, and accept feedback.
• Ability to balance responsiveness to leadership direction with initiative and judgment needed to independently accomplish assigned objectives, seeking direction as needed.
• Ability to interpret policies and procedures.
• Curiosity, willingness to learn, and a can-do attitude.
• Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of the principles and practices of office processes and administrative functions to perform advanced secretarial tasks in assisting management with statewide programs and polices, and 2) the ability to use independent judgment, initiative, and decision-making on complex administrative matters.
• All positions in this classification assume the qualifications of: Secretary and Secretary Associate.

Nice To Haves

• Prior experience supporting high level executives within a government or public sector entity.
• Experience with of State of Maine policies and practices, including human resources and procurement.
• Demonstrated experience initiating changes to improve efficiency or effectiveness of business operations.
• Knowledge of state government records management.
• Experience researching and drafting policies, and procedures.
• Proficiency with Microsoft Office, Excel, TEAMs, One Drive, and Adobe Pro, including understanding of ADA compliant formatting.

Responsibilities

• Manage the Commissioner's calendar, scheduling, travel, and meeting logistics, ensuring priorities are organized and deadlines stay on track.
• Serve as liaison between the Commissioner, senior leadership team, and agency staff with other state agencies and the public.
• Independently compose, review or coordinate executive communications and correspondence, research complex or sensitive issues, and prepare briefing materials, reports, and responses to constituent matters received through the Governor's Office, including legislative session support.
• Draft, update, and interpret department policies, procedures, and guidance.
• Take the initiative to recommend improvements to increase organizational efficiency, including recruitment materials and employee training resources.
• Plan in-person and virtual events.
• Assisting the Commissioner’s Office Records Officer with records management (retention, archival, and disposal).
• Coordinates content and technical components of the agency's website in coordination with the management team to comply with state website requirements.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($12,845.82 - $15,112.76 annual value), depending on salary.
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($395.72 annual value).
• Retirement Plan – The State contributes the equivalent of 18.86% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave.
• Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed