Senior Executive Management Assistant 11

State of Michigan•Lansing, MI

4h•Hybrid

About The Position

The Department of Insurance and Financial Services (DIFS) is seeking an experienced, well-organized, and highly professional individual to work in public service as a Senior Executive Management Assistant to the Director of the Office of Insurance Licensing, Investigations, and Audits. This position is an opportunity to build a lifelong career doing work that truly matters - helping to protect consumers and maintain public confidence in Michigan’s insurance and financial services industries. This position serves as executive support to the Office Director and provides administrative and operational support to the Office’s Agency Audit and Insurance Investigation Sections. Responsibilities include coordinating and delegating assignments to office staff; coordinating completion of assignments and monitoring workflow to ensure compliance with deadlines; maintaining records, reports, and statistical data; and coordinating Office responses to the Office of General Counsel for Freedom of Information Act (FOIA) requests. The position is responsible for reviewing, editing, and proofreading investigation reports, audit reports, correspondence, and other professional documents to ensure accuracy, proper grammar, formatting, consistency, and clarity prior to distribution. Additional responsibilities include drafting correspondence, preparing reports and meeting materials, maintaining office records, coordinating and tracking staff assignments and deadlines, and managing documents submitted to and received from the Office of General Counsel. The role also involves maintaining confidential and sensitive information, managing calendars and schedules, and providing comprehensive administrative support in a fast-paced regulatory environment with multiple competing priorities. The Office of Insurance Licensing, Investigations, and Audits performs important regulatory functions involving insurance licensing, investigations, audits, and consumer protection activities. This position works closely with office leadership, departmental staff, stakeholders, and members of the public and plays an important role in supporting the Office’s mission, operations, and customer service efforts.

Requirements

Six years of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work, including three years equivalent to an advanced, 8-level, administrative support worker, Secretary E8, or Legal Secretary E8; two years equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9; or, one year equivalent to the Division Head Legal Secretary 10 or Executive Secretary E10.
Possession of an associate's degree in applied arts and sciences in an executive secretarial science curriculum may be substituted for one year as a Secretary 9.
Some positions may require stenographic skills.

Nice To Haves

The drive to serve the people of the State of Michigan and make a difference in an important role that supports Michigan individuals and businesses.
The ability to thrive in a dynamic, collaborative, and high-tech environment while demonstrating sound professional judgment and decision-making.
The ability to communicate clearly, concisely, and effectively both orally and in writing.
The ability to exercise sound judgment and maintain confidentiality with sensitive information and documents.
Strong proofreading, editing, and document review abilities with exceptional attention to detail.
The ability to manage multiple assignments, competing priorities, and strict deadlines in a professional office environment.
The ability to anticipate needs and work proactively in support of executive leadership.
The ability to work effectively both independently and collaboratively within a team environment.
Participation in webinars, conference calls, and employee development training.
Interest in helping others, wanting to learn and grow as a professional, and wanting to enjoy all the exciting things life in Michigan has to offer.

Responsibilities

Coordinating and delegating assignments to office staff
Coordinating completion of assignments and monitoring workflow to ensure compliance with deadlines
Maintaining records, reports, and statistical data
Coordinating Office responses to the Office of General Counsel for Freedom of Information Act (FOIA) requests
Reviewing, editing, and proofreading investigation reports, audit reports, correspondence, and other professional documents to ensure accuracy, proper grammar, formatting, consistency, and clarity prior to distribution
Drafting correspondence
Preparing reports and meeting materials
Maintaining office records
Coordinating and tracking staff assignments and deadlines
Managing documents submitted to and received from the Office of General Counsel
Maintaining confidential and sensitive information
Managing calendars and schedules
Providing comprehensive administrative support in a fast-paced regulatory environment with multiple competing priorities