Executive Secretary

 

Do you have experience supporting high-level executives? Are you looking for a role that will let your administrative and organizational skills shine? If this sounds like you, and you enjoy a fast-paced and diverse work environment, consider the State of Connecticut Department of Economic and Community Development (DECD) as your next employer.

The DECD is accepting applications for two Executive Secretary opportunities located at 450 Columbus Boulevard, Hartford. These are unclassified, confidential, key administrative support roles in the Offices of the Commissioner and Deputy Commissioner, respectively. Both positions are full-time, 40 hours per week, with anticipated work schedules of 8:00 a.m. - 5:00 p.m., Monday through Friday; however, candidates must be flexible in order to meet office needs. The selected candidates will be appointed as authorized by Section 5-198(11) of the Connecticut General Statutes.

The DECD is responsible for promoting state economic growth by providing financial, technical, and workforce development assistance to municipalities; businesses; and, community development, tourism, culture, and arts organizations statewide. This is achieved through various initiatives related to economic and community development, tax credits, film and digital media, brownfields redevelopment, dry cleaning establishment remediation, arts, tourism, and historic preservation. Several key agency functions are located within the Office of the Commissioner including communications, government relations, legal, and human resources. Read more about the DECD by clicking here.

Interested candidates must submit a cover letter and resume, as a single document, within the "Resume Tab" of their application. Please ensure that your application is complete. You will be unable to make revisions once you submit your application to the JobAps system.

NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.

Should you have any questions pertaining to this recruitment, please contact Lorraine Vittner at Lorraine.Vittner@ct.gov, (860) 713-5449 or Mitchell Samal at Mitchell.J.Samal@ct.gov, (860) 713-5107.

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

As an Executive Secretary, your role will be to coordinate day-to-day office management activities such as, but not limited to:

• Perform a variety of administrative and/or executive support tasks that are highly confidential and sensitive;
• Receive and screen incoming calls and visitors, determine which matters are priority and alerting executives accordingly; use your judgment to make referrals to appropriate staff, or provide requested information;
• Read and screen incoming correspondence and reports; make preliminary assessments of the importance of materials and organizing documents;
• Research, compile, prepare, review, and edit a variety of documents, charts, graphs, etc. and brief the executives regarding content; compile and maintain records, statistical information, and reports;
• Act as liaison between the executives, their subordinates, or others by transmitting directives, instructions, and assignments and following up on their status;
• Prepare meeting agenda and minutes; collect materials for meetings, speeches, and conferences;
• Plan and coordinate calendar appointments, meetings, and conferences;
• Make travel arrangements and prepare itineraries, travel vouchers, and other related records;
• Track vacation requests and time approvals for various supervisory staff;
• Establish and maintain various filing and records management systems;
• Prioritize tasks based on importance and time-sensitivity;
• Use strong interpersonal and communication skills; and, 
• Perform other related duties, as assigned.

Considerable knowledge of office administration and management; considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit; considerable knowledge of English grammar, spelling and punctuation; considerable interpersonal skills; ability to interact effectively with supervisor, co-workers and general public; ability to work independently on administrative tasks and make decisions within framework of departmental policies; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.

Preferred candidates will possess a minimum 3-5 years of experience and skills as follows:

• Administrative work experience supporting high-level executives;
• Handling of confidential and sensitive information;
• Composing letters and memoranda in response to inquiries;
• Dictation, preparation of minutes on confidential matters;
• Microsoft Office programs.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.