Executive Assistant (Direct Hire)

Job Description

Job Description

Pay : $95,000/year + Accrued Paid Leave through the State of Colorado (other benefits available if hired on permanently)

Overview : Our client, a department within the State of Colorado, is seeking a temporary Executive Assistant to support a busy Executive Director. The Executive Assistant will manage the Executive Director's time, information, priorities, preparations, and workflow to ensure the Executive Director can effectively lead a 2,400 person department and serve as a member of the Governor's Cabinet. This position requires strong organization and scheduling skills, attention to detail, prioritization, confidentiality, and the ability to anticipate needs to be 10-steps ahead. A third of the Executive Assistant's day-to-day responsibilities will be scheduling and managing the Executive Director's ever-changing calendar. This is a hybrid position with in-office requirements in Glendale.

The temporary Executive Assistant will be hired on directly by the State of Colorado as a temporary employee for 6 to 9 months with the potential to be hired on permanently.

Schedule :

• Monday - Friday, 8:00 am - 5:00 pm (1-hour unpaid meal break)
• Flexibility if/when emergencies arise
• Start: ASAP
• Length: 6 to 9 months with the potential to be hired permanently

Work Environment :

• Hybrid work schedule
  • 1-day/week in-office requirement for mail in Glendale
  • Every other week, in-office when the Executive Director is there
• Google Suite environment

Job Duties :

Calendar & Time Management

• Manage the Executive Director's complex, high-volume calendar, serving as the primary gatekeeper to their time
• Prioritize and coordinate meetings, travel, focused work time, and urgent requests while resolving scheduling conflicts
• Monitor Governor's Office meeting requirements and facilitate weekly calendar planning sessions
• Exercise sound judgment when determining scheduling priorities and escalating decisions as needed

Information & Document Management

• Develop and maintain systems for managing the Executive Director's documents, approvals, and information flow
• Coordinate department-wide review and approval processes for documents and board/committee appointments
• Track requests and deadlines using workflow tools (e.g., Trello) and maintain organized electronic filing systems
• Review and prioritize the Executive Director's email, flagging urgent communications and monitoring follow-up items

Meeting & Event Coordination

• Prepare the Executive Director for meetings, hearings, presentations, and other high-profile engagements by coordinating briefing materials, talking points, and preparation sessions
• Plan and oversee logistics for executive meetings, department events, budget hearings, SMART Act preparation, Cabinet reports, and other key initiatives
• Coordinate meeting spaces, catering, technology, communications, and related event logistics

Workflow & Office Administration

• Design and improve systems and processes to increase executive productivity and operational efficiency
• Ensure compliance with department and state policies related to leave, travel, expenses, and timekeeping
• Serve as the Executive Director's office resource for Google Workspace and Microsoft Office, providing support or coordinating technical assistance

Executive Support & Relationship Management

• Serve as a trusted liaison between the Executive Director, department leadership, and the Governor's Office
• Handle confidential and sensitive information with professionalism and discretion
• Triage urgent issues, facilitate communication across leadership teams, and ensure timely resolution of executive priorities

Qualifications :

• 10 + years' experience as an Executive Assistant supporting C-suite executives, elected officials, cabinet-level leadership, or other high-profile public sector or nonprofit leaders is required
• High school diploma or GED is required, higher education is preferred
• Highly proficient working in Google Workspace environments using Gmail, Google Chat, Google Sheets, Google Docs, etc.
• Experience using Trello is a strong plus
• Proven experience managing complex calendars, coordinating competing priorities, and supporting high-volume executive workflows
• Strong organizational skills with the ability to anticipate needs, manage deadlines, and independently prioritize tasks
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Ability to work in a highly dynamic and sensitive environment
• Exceptional written and verbal communication skills with the ability to interact effectively with internal and external stakeholders at all levels
• Strong attention to detail and the ability to identify issues, resolve conflicts, and exercise sound judgment
• Ability to pass a criminal screening and drug screening