Executive Assistant to the Commisioner

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.

Duties and Responsibilities (these duties are a general summary and not all-inclusive):

• 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 event