What are the responsibilities and job description for the Executive Assistant - State Office position at State of South Carolina?
Job Responsibilities
Join South Carolina state government where you can have a meaningful career, incomparable benefits, and a positive work-life balance!
Under the limited supervision of the Commissioner of South Carolina Vocational Rehabilitation Department, the executive assistant will perform complex administrative tasks. The executive assistant will be required to travel periodically within the state and occasionally may be required to travel out of the state.
In this position you will be responsible for the following:
Bachelor's degree and two years of administrative support experience for a high-level executive within a large company or Agency; or high school diploma and six years of administrative support experience for a high-level executive within a large company or Agency.
Preferred Qualifications
Official transcripts will be required to verify college degree.
The South Carolina Vocational Rehabilitation Department is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.
The South Carolina Vocational Rehabilitation Department offers an exceptional benefits package for FTE positions that includes:
Join South Carolina state government where you can have a meaningful career, incomparable benefits, and a positive work-life balance!
Under the limited supervision of the Commissioner of South Carolina Vocational Rehabilitation Department, the executive assistant will perform complex administrative tasks. The executive assistant will be required to travel periodically within the state and occasionally may be required to travel out of the state.
In this position you will be responsible for the following:
- Perform a range of complex administrative duties.
- Prepare daily schedule.
- Organize sensitive priorities discreetly.
- Optimize an intricate master calendar while safeguarding executive time.
- Prepare agendas.
- Draft executive correspondence, reports, and directives, ensuring accuracy, clarity, and alignment with organizational strategy.
- Handle sensitive and confidential communication.
- Prepare and maintain special or confidential records and/or reports for current and historical needs.
- Ensure the Commissioner’s Page on the intranet depicts the vision and voice of the Commissioner.
- Lead special projects.
- Drive process improvement and innovation.
- Maintain financial records for assigned projects
- Manage all engagements and travel.
- Coordinate logistics for all travel arrangements to include, but not limited to, flights, hotels and car rentals.
- Ensure travel plans are noted on schedules and communicated with identified individuals.
- Confirm plans and attendance for special events.
- Make all travel arrangements for Commissioner, and Agency Board Members.
- Make all out-of-state flight arrangements for Agency Executive Staff and Agency Employees.
- Assist with other travel arrangements as directed by the Commissioner.
- Ensure proper preparation for presentations.
- Proofread all Agency correspondence, contracts and reports that require the Commissioner’s approval.
- Ensure effective communication that is clear and concise.
- Coordinate and confirm meetings and conferences.
- Ensure setup is complete and appropriate for the subject and venue.
- Disperse documentation to the desired individuals in the appropriate communitive format.
- Act as a liaison for the Agency Board.
- Attend meetings.
- Transcribe meeting notes.
- Prepare detailed minutes for public records.
- Coordinate Agency Board’s annual training and retreat.
- Support Board Members with the required SC Ethics Reporting.
- Assist with applications for Specialty License Tags as requested.
- Partner with leadership from all departments to ensure departmental needs are meet.
- Collaborate on employee appreciation events.
- Assist as needed with the coordination of hiring, recruitment, and interview processes.
- Maintain confidential records.
- Distribute memorandums to select staff regarding policies, updates and training.
- Schedule meetings with the Commissioner and interdepartmental staff.
- Transcribe meeting notes for Executive Staff meetings and disseminate to attendees.
- Serve as the primary liaison between executive staff, employees, state officials, citizens, and business leaders.
- Build a positive rapport with external stakeholders and represent the Agency by embodying the Mission.
- External stakeholders include, but are not limited to, legislative contacts, other state agency leaders, local leaders, and business members.
- Working closely with the Agency's Legislative Liaison to assist with legislative matters.
- Interpret and explain the functions of the Agency’s program to the general public and to other public or private agencies or organizations.
- Assist with employee performance management for Commissioner’s direct reports.
- Track EMPS dates.
- Collect data.
- Prepare EMPS documentation.
- Perform all other duties as assigned.
- Duties will be completed accurately and within allotted time.
Bachelor's degree and two years of administrative support experience for a high-level executive within a large company or Agency; or high school diploma and six years of administrative support experience for a high-level executive within a large company or Agency.
- Candidates must specifically meet the Agency Minimum Requirements or an equivalent combination of education and experience to be considered for this position.
Preferred Qualifications
Official transcripts will be required to verify college degree.
- Excellent organizational skills with an ability to think proactively and prioritize work.
- Experience in exercising discretion and confidentiality with sensitive agency information.
- Excellent communication skills, both verbally and written.
- Proficient in Office 365, including Word and Excel.
- Experience with Zoom, Microsoft Teams, WebEx and other virtual platforms.
- Experience in managing operating budgets.
- Knowledge of functions, organization policies, procedures, laws, rules, and regulations pertinent to the agency.
- Knowledge of the principles and methods of effective public relations.
- Knowledge of federal and state legislative processes.
- Ability to conduct complex analyses, interpretations and prepare comprehensive reports.
- Ability to plan, organize and supervise the work of subordinates.
- Ability to communicate effectively.
- Ability to establish and maintain effective relationships with agency executives, government officials and the general public.
The South Carolina Vocational Rehabilitation Department is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.
The South Carolina Vocational Rehabilitation Department offers an exceptional benefits package for FTE positions that includes:
- Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
- Paid parental leave
- Flexible work schedules
- 15 days annual (vacation) leave per year
- 15 days sick leave per year
- 13 paid holidays
- State Retirement Plan and Deferred Compensation Programs