Exempt Executive Secretary Exempt from the State of Delaware Merit System

Make a Difference with DHSS About DHSS The Department of Health and Social Services (DHSS) is committed to improving the quality of life of Delaware citizens by promoting health and well‑being, fostering self‑sufficiency, and protecting vulnerable populations. Our focus is on personal and family independence through assistance in a variety of life areas. Job Summary The Executive Assistant provides high‑level administrative, operational, and logistical support to the Director of the Delaware Prescription Opioid Settlement Distribution Commission (POSDC). The role requires a highly organized, proactive, and detail‑oriented individual with excellent communication and interpersonal skills. This position plays a crucial role in ensuring the efficient functioning of the Director’s office and supporting the overall mission of the POSDC. Essential Functions Representing the Director, the Executive Assistant interacts with the public, division directors, the Governor’s Office, legislators, special interest groups, media, agency councils, and other state/federal agencies to respond to inquiries, explain policies, resolve problems, and disseminate directives. The assistant also provides guidance to officials, employees, and the public on administrative matters, keeps the Director informed of sensitive issues, and prioritizes all mail and correspondence. Plan, coordinate, and direct office activities and special projects; may supervise clerical staff; analyze and recommend improvements to policies and procedures. Maintain the daily engagement calendar, arrange meetings, conferences, hearings, travel, and press releases, and prepare briefing materials. Research, compile, and evaluate data for studies and reports; prepare reports and correspondence, and maintain confidential files. Administrative Support Manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements. Prepare and organize meeting materials, including agendas, presentations, and supporting documents. Screen and prioritize incoming communications, including emails, phone calls, and mail. Draft correspondence, reports, and other documents as needed. Maintain confidential files and records. Operational Support Assist with coordination of POSDC activities and initiatives. Support grant management processes by preparing grant‑related documents, tracking deadlines, and maintaining grantee information. Assist with contract execution tasks, ensuring documents are complete and signatures obtained. Coordinate logistics for committee meetings, stakeholder meetings, and public events. Communication and Stakeholder Relations Serve as a point of contact for internal and external stakeholders, including POSDC staff, Commission members, government agencies, and community organizations. Facilitate communication between the Director and key stakeholders. Assist in preparing materials for public presentations and meetings. Financial and Office Management Assist with budget tracking and expense reporting. Manage office supplies and equipment. Coordinate office operations and procedures. Job Requirements Three years of experience in coordinating administrative support operations, tracking workflow, and resolving problems. Three years of experience conducting research from multiple sources, analyzing data, and preparing reports, letters, and administrative documents. One year of experience using an automated information system to enter, update, modify, delete, retrieve, and report on data. One year of experience using standard computer software programs for word processing, spreadsheets, and databases. Experience communicating with public officials. Experience functioning as an administrative or executive assistant. Additional Information This position is limited term for up to two years and may be extended if funding is available. Conditions of Hire All new hires are required to attend the Statewide New Employee Orientation on their first day of employment. Applicants must be legally authorized to work in the United States. The State of Delaware participates in E‑Verify and will provide the federal government with Form I‑9 information to confirm authorization. DHSS does not provide employment‑based sponsorship. Accommodations Accommodations are available for applicants with disabilities throughout the application and employment process. Equal Employment Opportunity DHSS is an Equal Opportunity employer and values a diverse workforce. We encourage and seek 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. #J-18808-Ljbffr State of Delaware