Senior Executive Assistant

Executive Assistant

The Executive Director's Office (EDO) provides organizational leadership to fulfill the agency's mission of improving and protecting the health of the public. The office includes the agency's executive director, which is a governor's cabinet member, and members of the senior executive team (SET). The Office exists to provide leadership and oversight to a complex public health and environmental protection agency, with approximately 2,400 employees and an annual budget of $850,000 million.

What You Will Do:

The executive assistant provides high-level and confidential administrative support to the department's Executive Director focusing on optimizing productivity and time management. Key duties include complex calendar scheduling; administrative project management; process improvement of administrative systems; document management and tracking; email management; SET, cabinet and chief of staff meeting preparation; clerical support including timesheets, reimbursements and approval processes; triage of sensitive or urgent issues; and acting as a liaison between the executive and other department leaders, plus executive assistants at the Governor's Office. The position manages a high volume of information and requires exceptional organizational skills and judgement. The position may also support 1-2 members of the senior executive team with clerical functions like timesheets, reimbursements and calendar management.

Key Responsibilities:

• Complex Calendar Management
• Information and Document Management
• Event, Meeting and Hearing Coordination and Preparation
• Workflow Development Optimization
• EDO Office Administration

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights:

RESIDENCY REQUIREMENT:

This posting is open to current and non-current residents of the State of Colorado at the time of submitting your application. However, if you are selected and accept the position, you will be required to establish residence in the State of Colorado.

MINIMUM QUALIFICATIONS:

NOTE: An applicant may meet the minimum qualifications for this job in one of two ways: They may qualify through their work experience alone or through a combination of education and work experience.

• Six or more years of experience in an Executive Assistant role supporting a CEO, senior executive, department director, division director, or equivalent in the public or private sectors, and managing a high volume of information in a high-stakes environment where discretion and good judgement is critical.
• Education in business administration, public administration, organizational development, communications or similar degrees are preferred.
• Experience in general administrative or office support/coordination roles that did not include direct executive support is not preferred.

You must substantiate that you meet the minimum qualifications when filling out the Work Experience section of the application. "See resume" will not be accepted. In addition, part-time work will be prorated when determining whether minimum qualifications are met.

PREFERRED QUALIFICATIONS:

In addition to the minimum requirements, the successful candidate in this position will have the following highly desirable experience and competencies:

1. Demonstrated experience performing in a liaison capacity between executives, managers, and other assistants.
2. Proven experience managing an executive calendar with competing priorities, conflicts, and last-minute requests.
3. Demonstrated experience handling confidential information.
4. Demonstrated project management experience enforcing deadlines, understanding scope, organizing logistics, and creating materials for executive level initiatives and events.
5. Demonstrated experience managing correspondence to internal and external stakeholders.

CONDITIONS OF EMPLOYMENT:

• A pre-employment background check will be conducted as part of the selection process.
• A financial check will be conducted as part of the selection process.
• May need to work intermittently outside of work hours for unforeseen circumstances.
• May be called upon to support the executive director during an emergency.
• TRAVEL: 5% Meet with partners, conduct briefings, attend conferences, etc.