Executive Administrative Operations Analyst (Analyst II)

Job Description and Duties Under the general direction of the CEA, Deputy Director of Administration, the Analyst II serves as the Executive Administrative Operations Analyst for the Administrative Division. The incumbent performs complex and sensitive analytical and administrative duties supporting the Deputy Director and the division’s leadership team. The incumbent coordinates division-wide personnel activities, executive assignments, reporting requirements, document routing, and other administrative processes; monitors deadlines and deliverables; identifies and resolves workflow issues; and develops tools and procedures to improve the efficiency and consistency of division operations. The incumbent regularly handles confidential and sensitive information, communicates with executive leadership and internal and external partners, and is expected to exercise a high degree of initiative, independence, organization, discretion, and sound judgment. You will find additional information about the job in the Duty Statement. Special Requirements • Ability to understand and handle highly sensitive and confidential matters with discretion and professionalism. • Willingness to independently perform difficult and complex work requiring a high degree of responsibility. • Ability to work efficiently, cooperatively, and tactfully under pressure and tight time constraints. • Flexibility and adaptability to manage continuously changing priorities. • Demonstrated discretion, sound judgment, and the ability to respond quickly and accurately. Desirable Qualifications In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate: • Strong organizational and time-management skills, with the ability to manage multiple recruitments, competing deadlines, and shifting priorities in a fast-paced environment. • Demonstrated ability to handle sensitive and confidential personnel information with discretion, professionalism, and sound judgment. • Excellent written and verbal communication skills, including experience preparing recruitment-related correspondence, documenting reference checks, and drafting clear hiring materials. • Experience coordinating recruitments, scheduling interviews, organizing panel activities, preparing schedules, and maintaining accurate and compliant hiring documentation. • Ability to anticipate issues in recruitment processes, identify solutions, and support decision-making through organized documentation and communication with managers. • Strong interpersonal and collaboration skills, with experience working effectively with hiring managers, HR staff, candidates, and external organizations. • Proficiency with recruitment tracking systems, electronic filing systems, scheduling tools, and Excel for monitoring recruitment progress, documentation needs, and departmental hiring data. Statement of Qualifications STATEMENT OF QUALIFICATIONS ANALYST II A Statement of Qualifications (SOQ) is required and must be submitted with your application. The SOQ is a narrative discussion of how the candidate’s education, training, experience, and skills meet the desirable qualifications and demonstrate the candidate’s ability to perform the job duties listed in this bulletin. The SOQ serves as a documentation of each candidate’s ability to present information clearly and concisely in writing. When completing the SOQ, you must title the page “Statement of Qualifications” and include your name and the Job Control number on the first page. You must list and provide your answer below each question. When completing the SOQ please include all relevant experience, education, and training for each question and explain your answers thoroughly. Responses should be no longer than two pages in total length, single-spaced, and 12-point Arial font. Your SOQ must address the following: • Please describe your experience coordinating complex recruitment or personnel processes. In your response, include specific examples demonstrating your ability to manage multiple deadlines, maintain accurate and compliant documentation, handle confidential information, and collaborate effectively with hiring managers, HR staff, and candidates. • Provide an example of a time you identified delays, inconsistencies, or other issues in an administrative, recruitment, or document-routing process. Explain the steps you took to analyze the workflow, the solutions you recommended or implemented, and how you ensured timely follow-up and improved efficiency. Highlight any tools (such as tracking systems, logs, Excel, or scheduling platforms) you used to support your process. • Describe a situation where you were required to independently manage high-priority assignments under time pressure or rapidly shifting priorities. Explain how you organized your work, ensured accuracy, exercised sound judgment, and communicated with leadership or staff. Include how you maintained professionalism, discretion, and responsiveness while handling sensitive or confidential matters.