Executive Assistant

Summary Statement

The Executive Assistant provides high-level, confidential executive and operational support to the Insurance Commissioner and serves as a key member of the Commissioner's senior management team. The position exercises considerable independent judgment, discretion, initiative, and accountability in managing sensitive, complex, and time-critical matters for the Commissioner and the Delaware Department of Insurance.


The incumbent serves as a primary liaison between the Commissioner and the Governor's Office and Cabinet, General Assembly, federal and state officials, stakeholders, industry representatives, media, and the public. The position researches and coordinates responses to constituent concerns, legislative requests, and other matters requiring executive-level attention and provides recommendations on administrative, operational, policy, constituent, and communications matters.


The incumbent manages the Commissioner's calendar, meetings, hearings, events, speaking engagements, briefings, and statewide, national, and international travel, ensuring the Commissioner is prepared with appropriate agendas, background materials, speeches, talking points, and other information. The position also manages correspondence and communications, coordinates follow-up, and may oversee the workflow of the Commissioner's Office support staff.


Work is performed with minimal supervision. The incumbent anticipates needs, resolves problems, coordinates activities, and keeps the Commissioner informed of significant issues, risks, and emerging concerns while maintaining strict confidentiality and professionalism.


This position serves at the pleasure of the Insurance Commissioner. While generally operating during the State's normal business hours, rare occasions may require slight variations to the hours of work.

Essential Functions

ESSENTIAL FUNCTIONS


Essential functions are fundamental duties of the position. This list is not intended to be exhaustive, and employees may perform other related duties as assigned.
• Provides high-level executive and operational support to the Insurance Commissioner and serves as a liaison with government officials, legislators, stakeholders, industry representatives, media, employees, and the public.
• Handles inquiries, complaints, constituent concerns, legislative requests, and sensitive or high-profile matters; research issues, coordinates responses, monitors follow-up, and escalates matters as appropriate.
• Provides guidance and recommendations to the Commissioner regarding administrative, operational, policy, constituent, and procedural matters and identifies emerging issues, risks, and potential problems.
• Researches and analyzes information from multiple sources and prepare executive briefings, reports, recommendations, correspondence, presentations, speeches, talking points, and other materials.
• Manages the Commissioner's calendar and coordinates meetings, conferences, hearings, events, appearances, speaking engagements, briefings, and travel, including required authorizations and State credit card reconciliation.
• Screens and prioritizes correspondence, telephone calls, email, and other communications; coordinates follow-up and ensures matters are appropriately routed.
• Maintains confidential records and information and coordinates the workflow of the Commissioner's Office support staff to promote effective office operations.
• Prepares and coordinates the Commissioner's annual financial disclosure and other required executive-level filings and documentation.
• Assists with Department policies, procedures, initiatives, and operational improvements.
• Performs other related duties as required.


KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of the Department of Insurance, Delaware State Government, and applicable federal and state laws, rules, regulations, policies, and procedures.
• Knowledge of executive office administration, constituent services, legislative relations, policy administration, and public communications.
• Skill in providing high-level executive support and anticipating the needs and priorities of a senior executive.
• Skill in researching, analyzing, and evaluating information and preparing clear, accurate, and professional executive materials.
• Skill in managing complex calendars, meetings, events, travel, multiple priorities, deadlines, and stakeholders.
• Skill in establishing effective working relationships with elected officials, government executives, legislators, agency leadership, stakeholders, media, employees, and the public.
• Ability to exercise independent judgment, discretion, tact, and diplomacy when handling complex, confidential, sensitive, or high-pressure matters.
• Ability to analyze issues, identify risks and solutions, and make appropriate recommendations.
• Ability to communicate effectively and professionally, both verbally and in writing.
• Ability to anticipate needs, resolve problems, establish priorities, and take appropriate action with limited direction.
• Ability to maintain strict confidentiality and professionalism and use standard computer applications to prepare and manage executive materials and records.

Job Requirements

MINIMUM REQUIREMENTS


Applicants must have education, training and/or experience demonstrating competence in each of the following areas:


1. Three years' experience providing administrative, executive, program, or operational support to senior-level management, executives, elected officials, government officials, or other organizational leaders.


2. Two years' experience researching, analyzing, and evaluating information from multiple sources to prepare reports, briefings, recommendations, correspondence, presentations, or other materials supporting management or executive decision-making.


3. Two years' experience providing guidance, consultation, or recommendations regarding administrative, operational, program, policy, or procedural matters.


4. Two years' experience coordinating multiple priorities, projects, meetings, conferences, events, travel, or other complex activities involving competing deadlines and multiple stakeholders.


5. Two years' experience preparing or coordinating professional correspondence, reports, presentations, public communications, briefing materials, or other written materials requiring accuracy, clarity, and discretion.


6. One year of experience handling confidential, sensitive, or high-profile matters and exercising independent judgment and discretion.


7. Three years' experience establishing and maintaining effective working relationships with senior management, government officials, elected officials, stakeholders, external organizations, or the public.


8. One year of experience using standard computer software/applications to create documents, spreadsheets, presentations, reports, correspondence, and manage electronic information and records.

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.

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

Benefits

To learn more about the comprehensive benefit package please visit our website at

Selection Process

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


The application is 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 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.


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.


Individuals who use TDD may request auxiliary aid or service by calling View phone number on click.appcast.io or by visiting delawarerelay.com.


If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call View phone number on click.appcast.io or email View email address on click.appcast.io.


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.