STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Executive Aide to the Secretary of the State

Executive Assistant 1

Recruitment #250626-3501EX-001

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Introduction


The State of Connecticut, Secretary of the State (SOTS) is currently seeking a highly organized and motivated individual to play a critical role in the efficient functioning of the office as the Executive Aide to the Secretary of the State (Executive Assistant 1). Join our team and embark on a rewarding career that offers growth, superlative benefits, and a culture that encourages work/life balance. 

WHAT WE CAN OFFER YOU
  • Join a Forbes-recognized company! Connecticut is proud to be featured on America’s Best Employers by State and Best Employers for New Grads in 2024.
  • Comprehensive health and dental insurance, providing you with peace of mind and access to quality healthcare.
  • Robust pension plan and supplemental retirement offerings to secure your financial future.
  • Generous paid time off, including vacation days, sick leave, personal days, and 13 holidays per calendar year.
  • We are an eligible Public Service Loan Forgiveness employer, which means you may be eligible to have qualifying student loans forgiven after 10 years of service.
  • A culture that recognizes the importance of work/life balance and offers alternate work schedules and telecommuting options.
  • Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut.
  • Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history. Learn more about all Connecticut has to offer.
POSITION HIGHLIGHTS
  • Full-Time, 40 hours per week
  • Monday through Friday
  • Location: Hartford, CT
  • Due to the nature of this role, the incumbent may be required to work occasional evening and weekend hours.
THIS JOB IS FOR YOU IF
  • You value providing prompt quality service and improving access to information.
  • You’re able to produce high-quality work in a fast-paced environment under tight deadlines and quickly generate solutions to problems.
  • You’re incredibly organized and can prioritize workflow to execute multiple projects at the same time.
  • You’re a key support figure in the day-to-day operations of an office, contributing to the success of public service orientation. 
  • You have a passion for promoting participation in the democratic process by providing a wide range of services for the people and businesses of Connecticut. 
  • You thrive in environments where you can collaborate with a variety of personalities.
  • You want to do work that matters and want to build a better Connecticut with the Office of the Secretary of the State.
DISCOVER THE OPPORTUNITY TO
  • Handle incoming and outgoing correspondence, including emails, letters, and phone calls;
  • Draft and edit letters, reports, and memos on behalf of the Secretary;
  • Maintain an organized filing system for important documents and correspondence;
  • Manage the Secretary's daily and long-term schedule;
  • Coordinate meetings, appointments, and conference calls;
  • Ensure the Secretary is informed of daily commitments and briefings;
  • Sort and distribute incoming mail and packages;
  • Order and maintain office supplies, ensuring the office is well-equipped;
  • Process and track expenses related to supplies and office management;
  • Prepare briefing materials and necessary documents in advance of meetings, events, and official functions;
  • Conduct research and gather information as needed to support the Secretary's activities;
  • Organize and lead weekly scheduling meetings with members of the executive team;
  • Collaborate with team members to ensure alignment of priorities and schedules;
  • Manage day-to-day oversight of Executive Interns.
ABOUT US
Through the dedication of knowledgeable staff and advanced technology, the Office of the Secretary of the State works as a team to provide a wide range of services for the people and businesses of Connecticut. We are a repository of records for the State and provide important information and resources regarding business and commercial filings, elections, and authentication as prescribed by the constitution, and federal and state laws. We seek to bolster business development opportunities, and foster a more inclusive political process by educating, informing and engaging communities in youth and civic preparation.

Selection Plan

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process. 

BEFORE YOU APPLY
  • Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.  
  • Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. 
  • Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. 
  • Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State.  Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing Emily.Kennedy@ct.gov.
  • Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other. 
  • Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting. 
AFTER YOU APPLY
  • Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).   
  • Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! 
  • Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.  
  • The immediate vacancy is listed above, but your application may be considered for future vacancies in this job class.
  • Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at www.ct.gov/ethics. 
CONNECT WITH US
  • Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. 
  • If you have any questions about this recruitment, please contact Emily Kennedy at Emily.Kennedy@ct.gov.  
  • Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news.

PURPOSE OF JOB CLASS (NATURE OF WORK)

Acts as an executive assistant to a state elective officer or department head as defined in Section 4-5 of the Connecticut General Statutes and performs such duties as are assigned.

PREFERRED QUALIFICATIONS

  • Experience in administrative or executive support roles, including handling of sensitive information with discretion and confidentiality. 
  • Experience managing and maintaining priorities and tasks with attention to detail in a deadline-driven, high-pressure, and variable work environment. 
  • Experience communicating to a diverse population and building consensus, including verbal and written communication. 
  • Experience with Microsoft Office Suite and other software to schedule complex meetings and organize information. 
  • Experience with state government procedures and protocols.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and does not discriminate based on race, religion, disability, age, ethnicity, national origin, sex, gender, LGBTQ identification, family status, or military status. Women, people of color, veterans, persons with disabilities and other members of traditionally underrepresented communities are strongly encouraged to apply.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes.  As such, a job class is not meant to be all-inclusive of every task and/or responsibility.




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