Job Description

The Department of Transitional Assistance (DTA) is looking for a resourceful, collaborative, and proactive Executive Assistant. The ideal candidate is someone who thrives in a fast-paced, demanding environment, has exceptional communication skills, and exercises discretion when handling critical information. In this role, you will be a key player in the operations of the Commissioner's Office, providing critical functional support that directly impacts the department's day-to-day operations. Your role will be significant in supporting the Commissioner's office, making it an ideal opportunity for candidates seeking a high level of responsibility.

As the Executive Assistant, you will be part of a collaborative team, reporting to the Chief of Staff and working closely with the Commissioner, the Director of External Affairs, the Director of Communications, and the Commissioner's direct reports, including Deputy and Assistant Commissioners, General Counsel, etc. Your role is not just about individual tasks but about working together towards a common goal.

• Coordinate, plan, handle, and direct the Commissioner's office schedule.
• Manage and organize the schedule and briefing needs for the Commissioner and, at times, for members of the Senior Executive Team
• Hold regular meetings to prepare for upcoming meetings, events, and activities to ensure calendar alignment and briefing needs are known.
• Collaborate and liaise with staff to prepare for meetings, develop briefings, and ensure the Commissioner's agenda is effectively accomplished.
• Assist with interpreting the Commissioner's expectations, reinforcing direction as needed so that the Commissioner's initiated deliverables are received in a complete, accurate, and timely manner.
• Review, prioritize, distribute, and respond to written correspondence, phone calls, and staff, communicating on behalf of the Commissioner as appropriate.
• Manage all DTA staff travel requests review and approval process, including in-state and out-of-state travel, monitoring requests, ensuring complete paperwork, shepherding through the approval process, and communicating decisions.
• Receive, catalog, and handle written correspondence, coordinating responses as appropriate
• Answer incoming calls professionally and take messages or direct them to the appropriate locations.
• Manage supply needs for the Commissioner and his office, including official letterhead, business cards, and technology needs.
• Act as the liaison for the Commissioner with the Executive Office of Health and Human Services (EOHHS) Secretary's Office on administrative requests and demands.
• Compile and deliver weekly in advance reports.
• Track, monitor, and follow up on projects and deliverables and assist with special projects.
• Maintain comprehensive and accurate records for items including but not limited to correspondence, official documents, etc.
• Coordinate formal signature for sign-off on official agency documentation. Ensure forms/letters/reports have been vetted by, i.e., Legal and Finance.
• Advise the Chief of Staff in deciding administrative support operations policy and systems issues.
• Assist in administrative support for the leadership of operations, local operations, policy, and quality handling.
• Schedule and organize large meetings, staff gatherings, social events, agency-wide donation drives to community organizations, and after-hours events at public spaces, among other activities.
• Hold and distribute "guest" access badges for main agency administrative offices.

• Excellent written and verbal communication skills.
• Expert user of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
• Proficiency with database, spreadsheet, and calendar management.
• Knowledge of general report writing methods and capability to analyze and determine the applicability of data, draw appropriate conclusions, and make appropriate recommendations.
• Attention to detail.
• Highly organized.
• Ability to exercise sound judgment and discretion when handling confidential information.
• Ability to establish and maintain harmonious working relationships and deal tactfully with coworkers and external individuals.
• Ability to work remotely while maintaining productivity, accuracy, and accountability.
• Ability to coordinate the efforts of others in accomplishing assigned work objectives.
• Ability to coordinate the efforts of others in accomplishing assigned work objectives.
• Knowledge of the proper procedures for making and receiving agency telephone calls

• Knowledge of the types and uses of agency forms.
• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
• Knowledge of the organizational structure and functions of the agency.