Executive Assistant

State-of-Delawar; Dover (DE); On-site; USD 60,000 - 90,000; Full time

Job summary

State of Delaware is seeking an Executive Assistant to support the Secretary and Deputy Secretary of Agriculture. The role involves high-level administrative work and acting as a liaison with internal and external leaders, including legislators, agencies, and the media.

The position requires handling confidential information and managing office operations to ensure efficiency. Located in Delaware, the Executive Assistant will manage priorities with tight deadlines, assist with special projects,

Responsibilities

• Oversees constituent relations and resolves crises in service delivery.
• Directs and conducts special projects involving sensitive or confidential issues.
• Participates in planning, policy formulation, budgeting, and solving issues and challenges.
• Reviews correspondence and reports, tracks and reviews data to ensure compliance with policies.
• Tracks and analyzes proposed legislation and makes recommendations.
• Receives media requests, researches issues, and prepares media responses; drafts press releases.
• Provides liaison with internal and external executives and other leaders, legislators, groups, media, and the public.
• Responds to inquiries and explains policies to resolve problems.
• Develops agendas and programs for meetings and represents the official at meetings and task forces.
• Plans, coordinates, and directs office activities and implements operating practices.
• May supervise two or more merit full-time positions.

Job description

Summary Statement

The Executive Assistant supports the Secretary and Deputy Secretary of Agriculture. This position performs high-level administrative and support work on behalf of the executives to support problem-solving, decision-making, and communication across the agency. Work includes representing the executives on administrative matters with internal and external leaders, including from the Office of the Governor, state and federal legislators and agencies, interest groups, media, and the public.

Reporting directly to the Cabinet Secretary, this individual will be expected to complete priorities with short deadlines and assist with unusual situations, providing personal and confidential assistance to the Secretary and managing office activities to ensure efficient operations and workflow.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

Oversees constituent relations including resolving crisis situations in service delivery referred by the Office of the Governor (OGOV), legislators, other agencies, and the public. Ensures that constituent contacts are handled quickly and responsively.

Directs and conducts special projects that may involve issues of a sensitive or confidential nature.

Participates in planning, policy formulation, budgeting, and solving issues and challenges.

Reviews correspondence and reports, determines the level of authority that can handle requests, complaints, or issues, oversees tracking, reporting, and review of data to ensure compliance with applicable policies and procedures, and keeps the agency leadership appropriately briefed.

Tracks and analyzes proposed legislation that impacts the assigned agency, coordinates and follows up with staff, and makes recommendations.

Receives media requests, researches issues and data, and prepares appropriate media responses. Prepares press releases for circulation.

Provides liaison with internal and external executives and other leadership, OGOV, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.

Responds to inquiries and complaints, and explains policies, procedures, regulations, and the agency’s position on issues to resolve problems.

Develops agendas and programs for meetings, conferences, or special presentations and represents the official at meetings and on task forces.

Plans, coordinates, and directs office activities and analyzes, recommends, and implements operating practices, policies, and procedures.

May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.

Performs other related duties as required.

Job Requirements

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Selection Process

The application and resume are evaluated based upon your education, training and experience as they relate to the job position. It is essential that you provide complete and accurate information on your application and resume to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied must be supported by the information supplied on the application including your employment, education and training history as it relates to the job position.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process. Individuals who use TDD may request auxiliary aid or service by calling [phone] or by visiting delawarerelay.com. If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call [phone] or email [e-mail].

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.