Executive Assistant; Exempt

Job Summary

A highly responsible, confidential and professional administrative position responsible for a variety of administrative functions and duties necessary to ensure efficient flow of the Commissioner’s 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, coordinate, facilitate and schedule meetings for the Commissioner, Assistant Commissioner and his/her designee, as requested.
• Handle issues of a confidential nature as requested by the Commissioner or his/her designee.
• Liaison with applicable boards and commissions to coordinate scheduling of meetings and Commissioner’s participation.
• Maintain and handle documents and information of a sensitive nature with austere confidentiality.
• Assist with and provide support with completing special projects for the department.
• Ensure proper office records are maintained.
• Organize, coordinate and maintain the administrative functions of the Commissioner’s office to ensure smooth operational efficiency.
• Coordinate travel arrangements for Commissioner or his/her designee as required.
• Maintain and manage Commissioner’s daily office schedule/calendar.
• Prepare travel expense vouchers, reports, routine memorandums, letters/correspondences and other documents as required for appropriate action and transmittal.
• File and maintain commissioner’s office records, reports and documents.
• Assist with the preparations of meetings and applicable events.
• Review and analyze incoming memorandums or correspondences and distribute appropriately.
• Compile requisite documentation and data and prepare periodic and special reports for submittal to the Office of the Governor.
• Identify and analyze administrative policies and procedures for effective administrative operations.
• Provide administrative support to other divisions within the department, as necessary.
• Perform other related work as required.

• Bachelor’s Degree or Advanced Certification from an accredited institution in a related administrative or clerical field, or a similar related field; and a minimum of five years of experience in an office, including administrative work experience; or an equivalent combination of education and experience.
• Associate’s Degree or Certificate from an accredited institution in a related administrative or clerical field; and a minimum of eight (8) years of related administrative work experience; or an equivalent combination of education and experience.

• Possess a high level of professionalism and confidentiality.
• Possess exceptional organizational skills.
• Ability to exercise efficient time management.
• Ability to coordinate and handle multiple tasks, meeting established deadlines.
• Exceptional customer service and interpersonal communication skills.
• Knowledge of principles and techniques of modern office management, procedures, practices and equipment.
• Possess exceptionally efficient and effective oral and written communication skills with considerable experience and demonstrated ability to serve the public and others in a courteous and professional manner.
• Knowledge of the principles and practices of office administration and clerical management.
• Ability to prepare accurate, clear, complete and concise reports.
• Ability to interpret properly and to make decisions in accordance with laws, regulations and policies.
• Possess a high level of computer literacy and proficiency, especially with the latest Microsoft Office Suite:
  Word, Excel, Outlook and PowerPoint.
• Ability to read and comprehend.
• Ability to establish and maintain effective working relationships with all persons contacted, during the course of work.
• Self‑motivated, with the ability to work with minimal supervision.
• Excellent interpersonal relations skills; ability to work and communicate well with others across various levels of management and non‑management positions, including the private and public sectors.

• Guidelines: V.I. Codes, Acts, Policies, Regulations, Manuals.
• Complexity:
  Personal judgment and initiative must be exercised. Interprets and comprehends administrative procedures, protocol, efficient office maintenance, regulations and procedures.
• Scope and Effect:
  The purpose of this position is to assist and support the Commissioner in maintaining efficient office clerical operational flow.
• Personal Contacts:
  Communicates with industry stakeholders, community, agency heads, employees of own agency as well as various departments, via telephone, memos, and meetings, or direct contact.
• Purpose of Contacts:
  To obtain and exchange information and to discuss issues that are pertinent to the Department.
• Physical Demands:
  Frequently require light effort.
• Work Environment:
  Work is performed in an air‑conditioned office setting.