Executive Assistant

• Excellent customer relation skills with a naturally cheerful disposition with the ability to relate well with a wide variety of people.
• Strong organizational and communication skills with a natural inclination to handling detailed tasks and being thorough in research, including letter-writing.
• Demonstrated intellectual curiosity and working knowledge of the legislative process, and continued learning.
• An understanding of the function of the various branches of state government, and a working knowledge of who are the current prominent elected officials in the state (including members of the legislature and members of Congress and the U.S. Senate).
• Ability to thrive in a busy, deadline-driven, occasionally noisy work environment as a self-motivated member of the team.
• Demonstrated skill with personal computers, including proficiency in Microsoft Office Suite, particularly mail merge functions and list management.
• Ability and desire to learn other new technologies.
•  Demonstrable professional deportment for a C-suite environment including social skills with a respect for boundaries, diplomacy and tactfulness in communications and the ability to build relationships to advance the work of the office.

• Developing and maintaining rapport with a variety of important personal contacts with departmental associates and the public. Additionally, there will be professional interaction with counterparts serving other top-level state government officials including staff of the Governor, Lieutenant Governor, Speaker of the House, Legislators, and other Constitutional officers of the state.
• Complete special projects as called upon to advance the goals and objectives of the office.
• Compile documents and other preparatory information in an orderly manner for various meetings of boards and commissions on which the Secretary of State serves.
• Receiving and routing visitors and guests.
• Scheduling appointments and meetings; Preparing and distributing materials timely for such appointments and meetings.
• Provide occasional administrative support to the Chief Operating Officer and General Counsel.
• Manages the Secretary of State’s calendar and activities to ensure high value time utilization of the Secretary in relationship to external and internal requirements. Briefs/updates the Secretary on upcoming meetings and ongoing obligations.
• Reviews the Secretary of State’s email communications and assists in providing timely responses.
• Organizes Secretary of State’s travel arrangements and prepares expense reports.
• Prepares briefing memos and relevant updates for the Secretary of State on outstanding projects, identifies issues, develops contingencies, and suggests remedies.
• Assists with or manages special projects which may include PR, securing speaking engagements, or specific personnel and organizational development initiatives.
• Collaborates with Secretary of State to foster a success-oriented, positive, high integrity organizational culture.
• Performs duties such as financial record keeping/data entry, creating invoices, correspondence, and working on special projects.
• Oversees day-to-day office management duties including office supply orders, conference/meeting room scheduling and organizing mailings.
• Assists with approving time and labor in Edison for the Secretary of State’s direct reports.
•  Performing other related duties as required.

• Candidate must be willing to submit to a background check.

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