Estimated Length: 24 months M-F, 9am -5pm

Requirements

Candidates will be expected to function with a great degree of independence in providing professional level administrative support directly to Life Bureau/Executive staff. An ability to function in a fast-paced and results driven environment is critical. Discretion, tact, confidentiality and diplomacy skills are essential. Other duties include, but are not limited to, the following:
 
1. Executive level scheduling of meetings, 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 Life Bureau/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 Life Bureau/Executive Office, other Divisions of the Department, other state stakeholders and regulated institutions.
5. Research and report on issues, topics and events that are of interest to the Department.
6. Review correspondence between external parties and elevates relevant correspondence when necessary.
7. Drafts responses to correspondence as assigned by Life Bureau/Executive Staff or to general correspondence not within the jurisdiction of any of the operational or other Divisions within the Department.
8. Schedules travel arrangements and prepares expense reports for Life Bureau/Executive Staff.
9. Answers telephone, makes calls, and greets visitors and staff promptly and professionally, ensuring that schedules are kept, and stakeholders' inquiries are promptly responded to. 
10. Performs other duties as assigned.
 
Skills Requirements:
 
1. High level executive support, scheduling and coordination experience - minimum of 10 years’ 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, etc. is required.

Additional Information: 

This is a new position which may include both in-office and remote work. Details to be discussed during interviews. Hours are 9am - 5pm with a ½-hour unpaid lunch break, for a total of 37.5 hours/week.  Overtime is not likely but possible. There is no flex time permitted.  We are looking to hire as soon as possible. The duration of the assignment is up to two years or until a permanent hire is made.  A background check and fingerprinting will be required.  

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