Senior Executive Management Assistant 11

State of Michigan•Lansing, MI

19h•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 the Senior Executive Management Assistant to the Director of the Office of Consumer Finance. 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 provides executive support to the Office Director and provides administrative and operational support to the Office’s licensing and examination sections. The Office of Consumer Finance performs important licensing and regulatory functions related to non-depository consumer finance industries, including mortgage companies, money transmission companies, payday lenders, motor vehicle installment sellers and finance companies, and other lenders. 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 judgement 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, who wants to learn and grow as a professional, and who wants to enjoy all the exciting things life in Michigan has to offer.

Responsibilities

Maintaining the Office Director’s calendar
Delegation of assignments to office staff
Coordinating completion of assignments and monitoring workflow to ensure compliance in meeting deadlines
Maintaining records, reports, and statistical data
Coordinate responses to the Office of General Counsel for Freedom of Information Act requests
Providing administrative support in a fast-paced regulatory environment with competing priorities
Preparing draft correspondence for the Office Director’s review, approval, and signature
Reviewing, proofreading, and editing correspondence and other professional documents for accuracy, consistency, and clarity prior to distribution
Coordinate and track exchanges with the Office of General Counsel
Manage and maintain confidential and sensitive information
Manage calendars and schedules
Prepare meeting materials, including taking and maintaining minutes for Mortgage Industry Advisory Board meetings
Track assignments and deadlines for office staff
Draft routine and specialized correspondence
Prepare reports and documents
Maintain files and office records
Track office staff training and survey reports
Track examination survey responses
Perform other related duties as assigned