EXECUTIVE ASSISTANT New

$46,117 - $51,094/Yr

Rhode Island Department Of Labor & Training - Providence, RI

Full-time - Entry Level

Providence, RI

About the position

The Executive Assistant serves as a confidential assistant to the director, executive director, associate director, or senior administrator within the Department of Children, Youth, and Families. This role is pivotal in formulating, determining, and executing management policies, particularly in the realm of labor relations. The Executive Assistant is responsible for handling confidential and sensitive administrative details that involve labor/management relations, personnel matters, grievances, arbitrations, and collective bargaining negotiations. Maintaining utmost confidentiality regarding management processes, strategies, and organizational initiatives is essential. The position requires exercising discretion concerning related issues and activities, and performing related work as required. The Executive Assistant operates under general supervision, with considerable latitude for exercising initiative and independent judgment. The work is subject to review for conformity to policies, rules, practices, and instructions. This role also includes providing executive-level clerical support, potentially supervising and reviewing the work of subordinate clerical staff, or serving in an advisory or consulting capacity as assigned. Key responsibilities include generating correspondence, maintaining records, producing reports, and conducting communications to relieve the executive of important administrative details. The Executive Assistant must maintain confidentiality and exercise discretion, especially regarding labor/management relations. Responsibilities also encompass producing finished correspondence from drafts or dictation, preparing and publishing meeting notes, arranging conferences and meetings, and responding to a variety of administrative inquiries. The role requires reviewing documents for compliance with administrative policies, independently composing correspondence, maintaining data filing systems, and producing various reports. Additionally, the Executive Assistant is responsible for managing calendars, making appointments, and leading or supervising subordinate staff as necessary.

Responsibilities

• Serve as a confidential assistant to the director and senior administrators.
• Handle confidential and sensitive administrative details involving labor/management relations.
• Maintain confidentiality regarding management processes and organizational initiatives.
• Exercise discretion in related issues and activities.
• Generate correspondence and maintain records for the executive.
• Produce finished correspondence from drafts or dictation.
• Prepare and publish notes or minutes of meetings and conferences.
• Conduct and keep records of important communications.
• Arrange conferences and meetings with public officials and representatives.
• Respond to a wide range of administrative inquiries.
• Review documents for content and compliance with policies.
• Independently compose a variety of correspondence.
• Maintain automated and paper data filing systems.
• Produce routine and special reports as required.
• Manage calendars and make appointments for the executive.
• Lead or supervise subordinate clerical staff as assigned.

Requirements

• Thorough knowledge of office methods, practices, procedures, and terms.
• Thorough knowledge of business English.
• Working knowledge of automated office equipment and ability to use it effectively.
• Familiarity with principles and practices of public administration.
• Skill in composing and transcribing correspondence, minutes, and reports.
• Ability to manage confidential administrative details independently.
• Ability to understand and communicate complex instructions.
• Ability to establish and maintain effective working relationships with various stakeholders.
• Ability to recognize and respond to organizational issues and priorities.
• Ability to lead and supervise subordinates.

Nice-to-haves

• Experience in a responsible secretarial position handling complex clerical duties.
• Courses in typing and business practices.