Job Description

Job Description and Required Services:

1. Executive level scheduling of meetings (in-person and virtual), calls and conferences;

2. Manages ongoing communications with external stakeholders and Department staff, ensuring prompt responses and scheduling and preparation of relevant meetings and communications;

3. Prepares and edits materials for Executive Staff for meetings, briefings, testimony, conferences and presentations, requiring interaction with multiple stakeholders and organizational skills. Ensures that materials are concise, accurate and relevant to the audience;

4. Assists staff in the coordination of various activities, projects and programs among the Department's Executive Office, other Divisions of the Department, other state stakeholders and regulated institutions;

5. Researches and provides oral or written reports on issues, topics and events that are of interest to the Division or Business Units;

6. Reviews correspondence between external parties and elevates relevant correspondence when necessary; drafts responses to correspondence as assigned by Executive Staff or to general correspondence not within the jurisdiction of any of the operational or other Divisions within the Department;

7. Schedules travel arrangements and prepares expense reports for Executive Staff;

8. Answers telephone, makes calls, and greets visitors (when in-person meetings are scheduled) promptly and professionally, ensuring that schedules are kept, and stakeholders' inquiries are promptly responded to;

Skill Requirements:

1. High level executive support, scheduling, and coordination experience.

2. Highly organized and careful worker, highly self-motivated and capable of prioritizing and managing multiple tasks.

3. High level of discretion handling confidential matters.

4. Ability to manage competing priorities while maintaining a high level of attention to detail.

5. Word processing skills/abilities are a mandatory component of the assignment. Computer proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, etc. is required. Knowledge of Webex and Powerpoint is expected.

6. Strong familiarity with other computer systems, such as SFS (e.g., PRs, Travel Expense Reports), etc., is desirable. Previous understanding of Concur is a plus.

7. Accuracy and high attention to detail are imperative.

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