Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative and operational support to the Department Director, serving as a trusted partner in managing the day-to-day priorities, logistics, and demands of the executive office. This position requires a high degree of discretion, professionalism, sound judgment, and initiative, along with the ability to anticipate needs, manage competing priorities, and ensure important details are addressed.

The Executive Assistant coordinates scheduling and meetings, prepares agendas and materials, manages correspondence and logistics, and helps ensure the Department Director is prepared, organized, and focused on the organization's highest priorities. Working with general direction, this position serves as a polished and professional point of contact for internal and external stakeholders and effectively balances strategic priorities with hands-on administrative responsibilities.

The ideal candidate is proactive, highly organized, and an excellent communicator who demonstrates strong follow-through and attention to detail. This individual anticipates needs, takes initiative, and helps ensure the executive office operates efficiently, effectively, and with a high level of professionalism.

Our team believes in the honor and value of public service. We treat all people with dignity, honesty, and respect and demonstrate an understanding of and appreciation for diversity through our actions. We value diverse perspectives and work collaboratively to identify common goals and objectives. Through open, honest, and direct communication, we strive to build and maintain an environment of trust, respect, and shared commitment to serving our community.

Schedule: This is a hybrid position with a four-day workweek and required in-office presence each business day. The role provides essential office and executive support, including managing incoming mail and deliveries, assisting visitors and vendors, and overseeing other time-sensitive responsibilities that require an on-site presence.

Compensation: Hiring Range: $33.65 - $38.77 USD Hourly. Compensation will be determined based on education, experience, and skills.

Benefits: Jefferson County offers a generous benefits package that supports your personal and professional life. Benefits include medical, dental, and vision insurance; paid time off and holidays, including a starting bank of 40 hours of PTO for new hires; retirement matching; wellness programs; tuition reimbursement; flexible schedules; remote work options; and more. For more information, click here for our Total Rewards summary.

Essential Duties:

• Provide executive and administrative support to the Department Director and assist division directors as needed.
• Coordinate department meetings and events, including scheduling, reserving meeting and event spaces, arranging virtual platforms, coordinating catering, and managing other event logistics.
• Coordinate the preparation and timely distribution of meeting agendas and supporting materials; attend meetings as needed to take accurate minutes, document decisions and action items, and support follow-up on commitments and deadlines.
• Help oversee day-to-day office operations, ensuring mail, packages, supplies, and other administrative functions are managed efficiently in our hybrid work environment.
• Support department budget management by tracking expenditures, helping ensure expenses are recorded correctly, monitoring division spending against allocations, and assisting leaders in staying informed about their budgets.
• Support purchasing and procurement activities, including purchase orders, invoices, travel, reimbursements, and P-Card transactions, and help ensure P-Card use and documentation comply with County policies and procedures.
• Serve as the department timekeeper, supporting accurate and timely time and attendance processes and serving as a resource on general timekeeping requirements and procedures.
• Coordinate travel arrangements and related documentation and expense reconciliation.
• Maintain detailed tracking systems for assignments, projects, deadlines, and deliverables; proactively follow up with responsible parties and help ensure commitments and timelines don't fall through the cracks.
• Serve as the department liaison on countywide committees, workgroups, and administrative initiatives.
• Support countywide and departmental projects by coordinating information across divisions, maintaining documentation, tracking progress, and supporting implementation.
• Create engaging newsletters, presentations, publications, and infographics using Microsoft Office and Canva.
• Build strong relationships across the organization and with external partners while providing responsive, professional service.

Qualifications:

• Experience: 2 years of related experience providing executive-level administrative support for leadership team.
• Education: High School diploma or GED
• Preferred knowledge, skills, and abilities:
• Associate's degree
• Five or more years of experience supporting C-suite executives preferred
• Exceptional attention to detail and follow-through and the ability to keep track of multiple deadlines, deliverables, transactions, and competing priorities.
• Experience tracking budgets and expenditures, reconciling financial information, and helping leaders manage within established budget allocations.
• Experience with purchasing, procurement cards, invoice processing, travel, and/or other administrative financial processes.
• Familiarity with time and attendance practices and experience serving as a timekeeper or supporting payroll/timekeeping processes.
• Experience supporting executive leaders while also coordinating broader operational and business functions.
• Strong technology skills, including Microsoft Excel, Word, Outlook, and PowerPoint; experience with Canva and Workday or another ERP system is highly desirable.
• Strong organizational and project coordination skills, including the ability to create effective tracking systems and proactively manage deadlines and follow-up.
• Excellent written and verbal communication skills, sound judgment, initiative, and a collaborative approach to working across teams.
• A Notary Public designation or eligibility to obtain the designation.
• Familiarity with Workday platforms

Additional Job Information:

• A valid Colorado driver's license is required for positions that drive on County Business in either a county or personal vehicle within 30-days of hire or beginning to serve as an intern or volunteer.
• Offer of employment is contingent upon successful completion of criminal history, motor vehicle report, education verification, and/or references for all positions.
• Accommodations Statement: We encourage people with disabilities to apply and are committed to providing reasonable accommodations throughout our hiring process. For assistance with applications, interviews, or other hiring-related accommodations, contact View email address on click.appcast.io. This contact is for accommodation requests only and cannot provide application status updates.