Executive Administrative Assistant - Hybrid

Job Title

This position exists to provide the highest level professional support to the Executive Director (ED) and two Deputy Executive Directors (DED).

This position will assist with developing and maintaining systems and procedures that support the ED and DEDs in implementing strategic goals and objectives and making executive decisions; understanding protocols, such as the state's budget, human resources, accounting, and purchasing protocols; understanding state law and governance to effectively support the ED's office; managing incoming and outgoing information requests for the ED and Deputy which is often confidential information and as such, requires discretion, prioritization and diplomacy, managing the flow of communication and information between the Executive Director's Office (EDO) and the Governor's Office, the Legislature, and other state agencies and institutions;

representing the EDO; ensuring that matters concerning the office are efficiently and effectively brought to the ED, Deputy, or Senior Staff members for attention and or action; managing and supporting the ED and Deputy by producing and editing correspondence, reports and other documentation; receiving visitors and scheduling appointments; initiating conference calls; responding to general inquiries on behalf of the office and ED;

serving as the Governor's advocate for the department; working in conjunction with the division directors, and handling special projects as assigned.

A summary of the duties and responsibilities will include, but are not limited to, the following:

• Oversee all levels of office management for the Department's ED and Deputy EDs.
• Maintain an online and up to date calendar of the ED and Deputy EDs so that necessary meetings and calendars can be coordinated.
• Regularly check in with ED and DED on scheduling requests and priorities.
• Regularly attend and set up for DPA ELT meetings; demonstrate a consistent ability to clearly communicate to executive leadership in an efficient manner with a great degree of confidence.
• Implement and expedite requests of the ED and Deputy EDs by understanding department goals and priorities, consulting with subject matter experts, researching and compiling information for the ED and/or Deputies; review, monitoring timelines and alerting the ED, Deputy EDs and/or Division Directors of potential problems.
• Communicate decisions made about policies, procedures, and other decisions where required.
• Provide consistent, critical information in a timely manner and consults other positions in the department for advice where necessary or beneficial.
• Ensure the Executive Director's Office is consistently stocked with work materials including binders, folders, pens, paper etc.
• Ensure proper functioning of Executive Director's Office equipment including phones and Xerox machines
• Compile work-products for ED and Deputy Executive Directors (for example: Legislative Binders, Project Folders/ Portfolios etc.)

• In coordination with the DPA Communications team, serve as the liaison between the general public and the EDO.
• Independently responds to inquiries by the general public on behalf of the ED and Deputy EDs.
• Exercise independent judgment to determine whether to handle the inquiries directly or to forward the inquiry directly to the ED or a Deputy.
• Detect, identify, and evaluate departmental problems that come to the Executive Office.
• Resolve problems or refer to ED or Deputy EDs with a recommended solution.
• Serve as the Governor's Advocate for the Department. Handling all citizen issues sent to this Department for resolution by the Governor's Constituent Services Office via email, written and/or telephone communications. Investigate the issue, determine the resolution, and communicate the result of this work to the Governor's Office and the involved citizen, after consultation with the ED.
• Maintain a database of issues and concerns received and communicate trends relating to state employees, customers and citizens issues to the ED.
• Solicit responses and /or information from various divisions within DPA.
• Contact agencies/authorities outside of DPA to resolve citizen complaints.
• Supplies workload statistics to ED and Governors' Constituent Services office on issues that have been addressed and the number of inquiries received.
• Assesses policy and agency business practices and recommends changes to the ED for improvement.

• Oversee operational and administrative program tracking and reporting functions including out of state travel requests, official function requests, leave requests, initiative and program tracking and reporting requested by the ED or DED.
• This involves collecting the relevant data, coordinating with the appropriate DPA program staff, interpreting and verifying information, consulting department policies as well as strategic and performance plans, highlighting issues, and recommending approval/ disapproval of requests to the ED.
• Serve…