Executive Management Support Specialist

Job Title: Executive Management Support Specialist

*Local to DMV area

Job Descripiton:

The Information Technology (IT) Team is a strategic partner to Client's business units. We provide fully integrated information technology solutions to help business units use technology more effectively and efficiently and reduce the Commission's overall operating costs. The Office of the CIO manages the IT Department's strategy and operations, ensuring that the technology aligns with the business goals and drives efficiency. To ensure the efficient day-to-day operations of the administrative functions of the Office of the CIO and the Deputy Directors reporting to the CIO, the Office of the CIO needs one (1) full-time Management Support Specialist - Mid-Level.

Duties / Responsibilities:

o Ensure the daily administrative operations within the Office of the CIO to ensure efficient workflow and task execution.


o Provide direct administrative support to the CIO, including drafting correspondence, preparing reports, presentations, and compiling agendas and meeting minutes.


o Coordinate and prepare essential documentation and materials for Commission and leadership meetings, investigations, and special projects; may attend meetings to support the CIO as needed


o Prepare HR-related materials, such as job descriptions, reclassification documents, hiring packets, onboarding/offboarding forms, and maintain current staffing rosters.


o Gather data, compile detailed reports, and provide insights on budgetary, personnel, and operational systems.


o Conduct in-depth research on complex topics and maintain well-organized reference files to support IT leadership decision-making.


o Maintain and update high-level and detailed IT Department organizational charts.


o Manage and maintain the IT Department's intranet site; provide support and recommendations for content updates across divisional sites.


o Analyze management and administrative processes to streamline workflow, improve reporting efficiency, and reduce costs.


o Assess and enhance administrative practices, including records management, forms control, office layout, and performance standards.


o Compile and prepare operational reports such as attendance records, personnel changes, budget usage, and performance metrics.


o Develop and present reports with actionable recommendations to resolve administrative or procedural challenges.


o Receive and address public inquiries or complaints, coordinating with appropriate officials and ensuring timely follow-up and resolution.


o Interpret and communicate internal operating policies and procedures.


o Represent the CIO or senior officials in meetings when needed.


o Review internal communications and reports to provide summaries and recommendations.


o Coordinate training initiatives and maintain tracking systems for IT Department staff development.


o Maintain up-to-date internal contact lists and organizational communication resources.


o Manage travel plans for staff, including booking travel and lodging arrangements.


o Manage and update the out-of-office calendar for the CIO's direct reports.


o Provide support for the IT Summer Interns Program.


o Other duties as assigned

Preferred Experience/Qualification/Knowledge Skills:

a.Education:

Bachelor's Degree and five (6) years of continuous responsible professional or supervisory experience in public administration or business management. OR High school diploma and nine (10) years of continuous responsible professional or supervisory experience in public administration or business management.

b.Required Knowledge, Skills & Abilities:

o Thorough knowledge of the principles and methods of public administration;


o Thorough knowledge of the principles and methods of data gathering and compilation;


o Ability to write clear, concise reports, memoranda, directives, and letters;


o Ability to develop comprehensive plans from general supervision and with only general direction;


o Ability to plan, assign, and supervise the work of others;


o Ability to meet the public and discuss problems and complaints tactfully, courteously, and effectively;


o Ability to establish and maintain effective working relationships with internal and external contacts;


o Keen attention to detail coupled with strong organizational skills;


o Great attention to detail to spot drafting errors in documents before they are finalized;


o Be a person of irrefutable integrity;


o Excellent communication skills, both oral and written;


o Ability to work on a variety of projects concurrently

c.Preference(s):

o Advanced proficiency with Excel, PowerPoint, Word, and Outlook;


o Proficient with Microsoft Project, Visio, SharePoint;


o Experience with tracking projects