Executive Assistant to the Chief Innovation Officer

Overview

The New Jersey State Office of Innovation is looking for diverse and experienced team members to deploy world-class innovative and digital services that solve pressing public interest challenges for the people of New Jersey. Our work spans numerous issue and policy areas, and is focused on making an impact in the lives of the New Jerseyans that we serve. Our work has decreased the amount of time it takes to apply for Unemployment Insurance, made it easier to start, operate, and grow a business in the Garden State, and connected millions of New Jerseyans to government programs, services, and benefits.

Our team members wear many hats, contributing to both the execution of core projects and the evolution of the Office of Innovation (OOI). We use data and modern research, design, and development methods to inform our decision making, and we collaborate with stakeholders within and outside of government to understand and solve challenges. To learn more about the New Jersey Office of Innovation, visit our About Us page.

The Role

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the New Jersey State Chief Innovation Officer, Dave Cole, who leads the Office of Innovation. As a key member of our executive and operations team, you will play a crucial role in facilitating the Chief Innovation Officer’s workflow, managing schedules, coordinating with various stakeholders, and ensuring that the Office runs smoothly and efficiently. In this role, you will gain the opportunity to work directly with the Office leadership team to help advance the Office’s mission and objective to directly impact the lives of New Jerseyans. This role will take day-to-day direction from the Chief Innovation Officer, and will report to the Chief of Staff.

As a part of the team, your responsibilities may include:

Executive support to the Chief Innovation Officer

• Manage the day-to-day schedule of the Chief Innovation Officer. This includes tasks like: scheduling meetings and managing calendars, meeting preparation, note taking and documentation, travel/logistical arrangements, and coordination with other agency leadership teams and across the Office of Innovation.
• Keep the Chief Innovation Officer well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritize conflicting needs; handling matters expeditiously, proactively, and following-through on initiatives to ensure successful completion, often with deadline pressures.
• Provide a long-term and strategic view of event requests in one-on-one settings and executive staff meetings; work collaboratively with the Chief of Staff to ensure other OOI team members and stakeholders are included in those events, meetings and informal discussions.

Communication, engagement and collaboration

• Work closely with the Chief of Staff to facilitate internal and external communications on behalf of the Chief Innovation Officer, ensuring timely and accurate dissemination of information, and maintaining credibility, trust, and support.
• Assist in the development and implementation of office policies and procedures to improve efficiency and effectiveness.

Execution of special projects and doing what’s needed for the team

• Manage special projects to keep our team organized, improve the effectiveness of internal processes, and track program impacts.
• Participate in the planning and execution of special events related to the Office of Innovation’s mission.
• Execute additional duties and responsibilities to advance the Office of Innovation’s mission and work.

Skills & Competencies

• Detail-oriented: You are a master organizer and planner and consistently look ahead and anticipate needs before they arise. You have excellent administrative skills. You are quick to spot formatting and grammatical errors and know how to balance getting something done with getting it done well. You like creating structure in your work.
• Ability to get things done: You are a solutions-oriented problem-solver looking for the best solution to whatever challenge you’re confronted with. You are motivated to proactively look for ways to offer support and be of use.
• Flexible: You can manage a diverse set of team needs and aren’t afraid to step outside your job description or comfort zone to help the team reach its goals. You’re comfortable with shifting schedules and don’t expect every day to go “as planned.”
• Effective Collaborator: You love working on teams, and you are one who always puts it on themselves to see their team succeed. You’ve successfully worked on a dispersed team, and you have the ability to operate in complex situations. You can easily gain trust from team members and are known for supporting them to ensure they are set up for success.
• Integrity: You will be asked to make sensitive and critical judgment calls, and as such, you are known for your integrity; you take that reputation seriously. You know what information is sensitive, and you will protect it accordingly.
• Committed to DEI: You’re always asking: “Whose voice is not at the table?” You have experience working with diverse stakeholders and you deeply value creating a society that is supportive of difference.
• Mission-oriented: You believe in the mission of the Office of Innovation and are passionate about solving pressing public interest challenges for the people of New Jersey.

Qualifications

• A minimum of 3 years of experience as an Executive Assistant (or related role) supporting an executive leader at the C-Suite or Office/Department level, preferably in a government, startup, or technology-focused environment.
• Exceptional organizational skills and attention to detail.
• Strong communication and interpersonal skills, with the ability to interact with a diverse range of individuals, and professionalism in dealing with senior executives inside and outside the state government.
• Advanced proficiency in office productivity tools (e.g., Microsoft Office Suite, Google Workspace) and the ability to learn new software quickly.
• Demonstrated ability to manage complex schedules and prioritize tasks effectively.
• An understanding of government processes and culture, and a passion for public service and innovation.
• Ability to travel and/or commute to Trenton, New Jersey.

We welcome applications that don’t meet 100% of our requirements. If you believe that you could excel in this role, we encourage you to apply. If you have any questions, please contact heather@innovation.nj.gov.

Compensation: Up to approximately $100,000 (depending on experience) + Full benefits.

The New Jersey Office of Innovation is proud to be an equal opportunity employer

We are deeply committed to the principles of equity, diversity, and inclusiveness and seek to create a pluralistic community for all.

We strongly encourage people of color, members of racial and ethnic minority groups, women, LGBTQI+ people, those with disabilities, and Veterans to apply. We are committed to building a team that is reflective of New Jersey’s incredible diversity.

We do not discriminate against any candidate because of color, race, age, religion, sex, gender identity or expression, sexual orientation, membership in an employee organization, pregnancy, marital status, status as a parent, ancestry, national origin, disability (physical or mental), family medical history or genetic information, political affiliation, military service, retaliation, or other non-merit based factors.

Eligibility

You must be authorized to work in the United States. Candidates may be required to pass a background check and complete additional steps as part of the application and onboarding process. You will be considered an “at-will” employee, meaning both employer and employee have the right to terminate employment with or without cause or notice.