Secretary Specialist - Executive Assistant - Commissioner's Office

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State..Department of Professional & Financial Regulation (and Boards) - Commissioner's Office Job Class Code: 6586

Grade: 20/Confidential Salary: $22.63 - $32.54/Hour

Location:

Gardiner, ME (temporary; expected to move to 221 Sate Street, Augusta in 2028)
Opening Date:
July 29, 2026

Closing Date:
August 12, 2026

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  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.

What You’ll DoWhile no two days are the same, you can expect to:

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.

What You'll Bring 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.

MINIMUM QUALIFICATIONS : (Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)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…