EXECUTIVE ADMINISTRATIVE SPECIALIST - (Exempt)

Government of the Virgin Islands; Christiansted (United States Virgin Islands); On-site; USD 42,000 - 65,000; Full time

Job summary

The Government of the Virgin Islands is seeking a highly responsible administrative professional to support the Commissioner's Office and Division leadership. The role requires handling confidential information, organizing schedules, coordinating travel, and assisting with special projects to maintain efficient office operations.

Responsibilities include meeting planning, record maintenance, and providing cross-divisional support.

Qualifications

• Bachelor’s degree in an accredited institution with at least five years of administrative experience.
• Advanced Certification in a related administrative field with at least eight years of administrative experience.
• Knowledge of modern office management, procedures, practices, and equipment.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality and discretion.
• Ability to prepare accurate, clear, concise reports and handle multiple tasks.

Responsibilities

• Plan, coordinate, facilitate, and schedule meetings for the Commissioner, Program Manager, and designee.
• Handle confidential issues as requested by the Commissioner or designee.
• Coordinate travel arrangements for the Commissioner or designee.
• Maintain the Commissioner’s daily office schedule/calendar.
• Prepare travel expense vouchers, reports, and correspondence for appropriate action.
• Perform filing and maintenance of the Commissioner’s office records.
• Provide administrative support to other divisions within the department as necessary.
• Review incoming memorandums or correspondence and distribute appropriately.
• Compile documentation and data for periodic and special reports to the Governor’s Office.
• Identify and analyze administrative policies and procedures for efficient operations.

Skills

Office management

Time management

Communication

Confidentiality

Education

Bachelor’s degree

Advanced certification

Tools

Microsoft Office

Job description

A highly responsible, confidential and professional administrative position responsible for a variety of administrative functions and duties necessary to ensure efficient flow of the Division’s executive leadership 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's, coordinate's, facilitate's, and schedule's meetings?for the Commissioner, Program Manager, and his/her designee, as requested.??

Handle's issues of a confidential nature as requested by the?Commissioner or his/her designee.??

Acts as liaison with applicable boards and commissions to coordinate scheduling of meetings and Commissioner’s participation.

Maintain's?and handle's documents and information of a sensitive nature with austere confidentiality.

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Provides a assistance and support with special projects for the department/agency.

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Ensure's office records are maintained properly.

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Organizes, coordinates, and maintains?the administrative functions of the?Commissioner’s office to?ensure smooth operational efficiency.

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Coordinate's travel arrangements for Commissioner or his/her designee as required.?

Maintain's and manage's the Commissioner’s daily?office?schedule/calendar.

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Prepare's travel expense?vouchers,reports,routine memorandums, letters/correspondences,and other documents as requiredfor appropriate action and transmittal.

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Performs filing and maintenance of commissioner’s office records, reports, and documents.

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Provides a assistance with the preparations of meetings and applicable events.

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Review's and analyze's incoming memorandums or correspondences and distribut'es appropriately.

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Compile's requisite documentation and data?and?prepares periodic and special reports to be submitted?to the Office of the Governor.

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Identif'ses?and analyzes administrative policies and procedures for effective administrative operations.

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Provide's administrative support to other divisions within the department, as necessary.

Performs other related work as?required.?

Bachelor’s degree from an accredited institution and at least five (5) years of administrative work experience in an office.

OR

Advanced Certification from an accredited institution in a related administrative field or a similarly related field and at least eight (8) years of related administrative work experience or an equivalent combination of education and experience.

FACTOR 1- KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of principles and techniques of modern office management, procedures, practices, and equipment.

Knowledge of the principles and practices of office administration and clerical management.

Skill in exceptional organization and time management.

Ability to coordinate and handle multiple tasks and meet established deadlines.

Skill in customer service and interpersonal communication. Skill in oral and written communication.

Skill in computer software and applications, especially in the latest Microsoft Office Suite: Word, Excel, Outlook, and PowerPoint.

Ability to maintain confidentiality, employee confidence, and professional discretion.

Ability to serve the public and others in a courteous and professional manner

Ability to prepare accurate, clear, complete, and concise reports.

Ability to interpret properly and make decisions in accordance with laws, regulations, and policies.

Ability to establish and maintain effective working relationship with all persons contacted, during work.

Ability to work independently with minimal supervision.

FACTOR 2- SUPERVISORY CONTROL:

Work is supervised by a higher-level official who gives assignments, defines objectives, priorities, and deadlines. Unusual situations that do not have clear precedents are referred to a higher-level officer. The incumbent plans and carries out successive steps and handle problems and deviations in the work assignment in accordance with instructions, policies, previous training, or accepted best practices.

FACTOR 3- GUIDELINES:

Guidelines include V.I. Codes, Acts, policies and procedures, rules and regulations, and departmental manuals.

FACTOR 4- COMPLEXITY:

Work entails exercising personal judgment and initiative. Must interpret and comprehend administrative procedures, protocol, regulations, procedures, and efficient office maintenance.

FACTOR 5- SCOPE AND EFFECT:

The purpose of work is to support and provide assistance to the office of the Commissioner, Director, or Program Manager in maintaining efficient flow in office operations.

FACTOR 6- PERSONAL CONTACTS:

Contacts are agency heads, higher-level officers, industry stakeholders, community organizations, employees of own agency and various departments, and the public via telephone, memos, and meetings, or direct contact.

FACTOR 7- PURPOSE OF CONTACTS:

Contacts are made to obtain and exchange information and discuss issues pertinent to the department/agency or program.

FACTOR 8- PHYSICAL DEMANDS:

Work requires frequent light effort.

FACTOR 9- WORK ENVIRONMENT:

Work is performed in an air-conditioned office setting and some fieldwork may be required.