Executive Assistant

This position is exempt from the State of Delaware Merit System

Recruitment #072925-MUAA23-650100

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Summary Statement

The Executive Assistant is a full-time, exempt, paygrade (PG)13 position providing administrative support to the Secretary and Deputy Secretary of Agriculture. Work includes representing the executives on administrative matters with internal and external leaders, including from the Office of the Governor, state and federal legislators and agencies, special interest groups, the media, council members, and the public. This position is expected to perform administrative and other support work across the agency. This class performs a higher level of administrative work on behalf of the executives to support work in problem-solving, decision-making, and communicating actions taken across the agency’s sections than a Senior Administrative Specialist class.

Reporting directly to the Cabinet Secretary, this individual will be expected to complete priorities with short deadlines as well as assist with unusual situations. This position provides personal and confidential assistance to the Secretary and manages daily office activities to ensure efficient operations and workflow. Work includes frequently representing the executives and agency in a variety of situations to resolve problems, maintain effective employee and public relations, and support agency operations. The Executive Assistant will oversee one full-time merit Office Associate.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

  • Oversees constituent relations including resolving crisis situations in service delivery referred by the Office of the Governor (OGOV), legislators, other agencies, and the public. Ensures that constituent contacts are handled quickly and responsively.
  • Directs and conducts special projects that may involve issues of a sensitive or confidential nature.
  • Participates in planning, policy formulation, budgeting, and solving issues and challenges.
  • Reviews correspondence and reports, determines the level of authority that can handle requests, complaints, or issues, oversees tracking, reporting, and review of data to ensure compliance with applicable policies and procedures, and keeps the agency leadership appropriately briefed.
  • Tracks and analyzes proposed legislation that impacts the assigned agency, coordinates and follows up with staff, and makes recommendations.
  • Receives media requests, researches issues and data, and prepares appropriate media responses. Prepares press releases for circulation.
  • Provides liaison with internal and external executives and other leadership, OGOV, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.  
  • Responds to inquiries and complaints, and explains policies, procedures, regulations, and the agency’s position on issues to resolve problems.
  • Develops agendas and programs for meetings, conferences, or special presentations and represents the official at meetings and on task forces.
  • Plans, coordinates, and directs office activities and analyzes, recommends, and implements operating practices, policies, and procedures.
  • May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis:  planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
  • Performs other related duties as required. 

Job Requirements

JOB REQUIREMENTS for Executive Assistant

Please attach a resume with your online application or use the resume tab in DEL to provide a detailed description of how your education, training and/or experience meets each job requirement including employer, experience/responsibilities and dates (month/year) of employment/training.

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position.  It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.  For education and training, list name of educational provider, training course titles and summary of course content.   Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email.  Please keep your contact information current.  You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  TDD users may request an auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com.  You may also call (302) 739-5458 or email DHR_ADAConcerns@delaware.gov for additional applicant services support.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.