Executive Assistant; Exempt)( reposted

A highly responsible, confidential and professional administrative position responsible for a variety of administrative functions and duties necessary to ensure efficient flow of the Commissioner’s Office day‑to‑day activities. This work requires the use of considerable time management and initiative.

Work is performed in accordance with established policies and good judgment is required in the application and execution of tasks.

Supervision is received from the Commissioner or his/her designee.

• Plan, coordinate, facilitate and schedule meetings for the Commissioner, Assistant Commissioner and his/her designee, as requested.
• Handle issues of a confidential nature as requested by the Commissioner or his/her designee.
• Liaise with applicable boards and commissions to coordinate scheduling of meetings and Commissioner’s participation.
• Maintain and handle documents and information of a sensitive nature with austere confidentiality.
• Assist with and provide support in completing special projects for the department.
• Ensure proper office records are maintained.
• Organize, coordinate and maintain the administrative functions of the Commissioner’s office to ensure smooth operational efficiency.
• Coordinate travel arrangements for Commissioner or his/her designee as required.
• Maintain and manage Commissioner’s daily office schedule/calendar.
• Prepare travel expense vouchers, reports, routine memorandums, letters and correspondences and other documents as required for appropriate action and transmittal.
• Filing and maintenance of commissioner’s office records, reports and documents.
• Assist with the preparations of meetings and applicable events.
• Review and analyze incoming memorandums or correspondences and distribute appropriately.
• Compile requisite documentation and data and prepare periodic and special reports for submittal to the Office of the Governor.
• Identify and analyze administrative policies and procedures for effective administrative operations.
• Provide administrative support to other divisions within the department, as necessary.
• Perform other related work as required.

Bachelor’s Degree or Advanced Certification from an accredited institution in a related administrative or clerical field, or a similar related field; and a minimum of five years of experience in an office, including administrative work experience, or an equivalent combination of education and experience.

OR

Associate’s Degree or Certificate from an accredited institution in a related administrative or clerical field; and a minimum of eight (8) years of related administrative work experience or an equivalent combination of education and experience.

• High-level professionalism and confidentiality.
• Exceptional organizational skills.
• Efficient time management.
• Coordinate and handle multiple tasks, meeting established deadlines.
• Exceptional customer service and interpersonal communication skills.
• Knowledge of principles and techniques of modern office management, procedures, practices and equipment.
• Exceptional and effective oral and written communication skills with considerable experience.
• Knowledge of the principles and practices of office administration and clerical management.
• Ability to prepare accurate, clear, complete and concise reports.
• Ability to interpret properly and to decide in accordance with laws, regulations and policies.
• High level of computer literacy and proficiency, especially in the latest Microsoft Office Suite:
  Word, Excel, Outlook, PowerPoint.
• Ability to read and comprehend.
• Ability to establish and maintain effective working relationships with all persons contacted during the course of work.
• Self‑motivated, with ability to work with minimal supervision.
• Excellent interpersonal relations skills; ability to work and communicate well with others across various levels of management and non‑management positions, including the private and public sector.

Work is performed independently. Difficult or unusual situations are discussed with the Commissioner for appropriate action.

V.I. Codes, Acts, Policies, Regulations,…