Provides Administrative Support to the Chief of Staff and Director of Commerce.
Tasks include:
- Exercise confidentiality in the performance of work activities.
- Organize events/meetings/conferences.
- Manage the Chief of Staff’s and Director’s complex and demanding schedule and
communication channels using independent judgment to prioritize events and meetings to
maximize the Chief of Staff and Directors time and ensure the Chief of Staff and Director
maintains a critical presence with external stakeholders and department staff.
- Tracks and organizes meeting and event requests for both the Director and Chief of Staff.
- Works in partnership with the Chief of Staff and the Executive Assistant to support the
Director on calendar, meetings, and event participation.
- Provide complex, higher level administrative support to the Chief of Staff, Director, and
other positions within the Director’s Office.
- Navigates complex and emotionally charged conversations in a confidential and appropriate manner.
- Tracks, prioritizes, and coordinates agency responses, tasks, deadlines and action items
assigned by the Director, the Office of Financial Management (OFM), the Office of the
Governor, and/or the Director’s Executive Team.
- Assists the Chief of Staff and Director of Commerce in identifying and prioritizing internal
and external deadlines and work.
- Assists the Chief of Staff and the Director of Commerce in fulfilling and complying with
statutorily mandated duties and executive orders.
- Represents the Chief of Staff and Director of Commerce at meetings, conferences, and
conventions and may speak on behalf of the Chief of Staff or Director of Commerce on
agency matters.
- Assists, supports, and facilitates communication between the Chief of Staff, the Director of
Commerce, and various internal and external units and individuals at various levels
including but not limited to the Office of the Governor, other state agencies, federal
agencies, and the legislature.
- In consultation with the Communications Director and program managers, prepares
speaking engagement materials and other resources for conferences and meetings.
- Review, sort, prioritize and respond to incoming mail, email, phone calls, and emails on
behalf of the Chief of Staff and Director.
- Drafts written and oral responses for the Chief of Staff and Director of Commerce.
- Summarizes information to inform decision making and makes recommendations to the
Chief of Staff, Director of Commerce, and other leaders within Commerce whose work
impacts the Chief of Staff and/or the Director of Commerce.
- Distributes and assigns tasks, deadlines, and assignments on the Chief of Staff or Director
of Commerce’s behalf.
- Reviews, corrects, tracks, and processes items for Chief of Staff and Director of
Commerce’s signatures. Drafts, edits, and finalizes correspondence for supervisor in
accordance with correspondence guidelines.
- Exercises signature authority of the Chief of Staff and the Director of Commerce on
administrative matters.
- Creates and formats documents electronically, including letters, memos, itineraries,
PowerPoint presentations, spreadsheets and other related documents.
- Responds to inquiries about Chief of Staff and Director of Commerce’s interpretation of
policies, procedures, on their behalf.
- Greets, receives, and confers with official visitors which may include members of the public, visitors, and other representatives of various organizations, businesses, or agencies.
- Maintains, organizes, updates, and distributes organizational charts for the Director’s office.
- Exercises independent judgment to ensure that the Chief of Staff remains informed of
issues, opportunities, and risks related to operations in the Director’s Office.
Director’s Office Administrative Support
Tasks include:
- Compile the information needed to process Personnel Action Request (PAR) and submit
PARs on behalf of the division accurately.
- Track and follow up on PARs that are not moving to ensure the workflow continues.
- Track and coordinate workflows, actions, projects and assignments remain on track or work with the responsible party to manage and communicate delays.
- Track and report annual requirements for the division to the Chief of Staff or designee for
appropriate action. This includes but is not limited to performance evaluations, required
trainings, and other activities.
- Track and coordinate complex, high level assignments to ensure all internal processes and procedures are adhered to and deadlines are met.
- Work directly with employees to ensure travel arrangements/reimbursements and other
expenditures are completed timely and accurately.
- Be prepared to step into the role of the Confidential Secretary during absences or periods of high workload, effectively managing priorities and responsibilities to minimize disruption.
Other duties as assigned and Miscellaneous tasks
Tasks include:
- Makes recommendations to Chief of Staff on process and operational improvements.