Executive Assistant

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

The Wyoming Department of Transportation (WYDOT) is dedicated to delivering a safe high-quality and efficient transportation system for the people of Wyoming. We are now seeking a full-time Executive Assistant to join our team in beautiful Cheyenne Wyoming.

The successful candidate is required to deliver high-level operational and administrative support as an integral member of the executive support team. Serves as a welcoming professional primary point of contact for department leadership this role ensures seamless daily operations through proactive calendar management complex logistics coordination and exceptional customer service for internal and external stakeholders.

This position Offers: $2000 Hiring Bonus (eligibility details in Notes Section)

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health dental and vision insurance
• Paid vacation sick leave FMLA and holidays
• Retirement - Pension and 457B plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities

and MUCH MORE! Click here for detailed information or you can watch this short video to learn about our benefit package! .

Want to see the full value of your compensation beyond salary

Explore our Total Compensation Calculator:

Human Resources Contact: Stacy Woita or

ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.

• Serving as a liaison between leadership and stakeholdersanswering phone calls managing emails vetting inbound requests welcoming visitors and delivering professional customer-focused representation.
• Managing complex overlapping executive schedules independently resolving high-level calendar conflicts and balancing competing priorities across multiple departments.
• Planning complex travel itineraries managing logistics for executive-led and commission events. Support the commission secretary with both on and off-site meeting logistics including basic support of various online and streaming platforms and basic technology support. Assist in the organization and submission of meeting agendas and materials and processing invoices and reimbursement requests. Serve as backup to the Commission Secretary as needed
• Draft and refine communications for internal and external stakeholders. Prepare briefing documents and presentations and maintain accurate business records across multiple executives within the department.
• Provide dedicated administrative support to the Information Technology Advisory Group (ITAG) by maintaining accurate tracking logs Google Forms managing approval workflows addressing WYDOT staff questions about the process and attending committee meetings.
• Additional duties as may be assigned.

Qualifications

PREFERENCES:

Preference may be given to those persons with higher-level clerical and administrative assistant skills and computer experience..

KNOWLEDGE:

• Exceptional customer service skills and creative problem-solving ability.
• Knowledge of business administration concepts and principles.
• Knowledge of record keeping task tracking and archiving.
• Knowledge of database development and management.
• Excellent written and verbal communication skills.
• Skill in technical editing for the review of manuals policies procedures and briefs.
• Excellent organizational skills.
• Knowledge of basic accounting principles and financial reporting.

MINIMUM QUALIFICATIONS:

Education:
Associates Degree (typically in Business)

Experience:

0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

OR

Education & ExperienceSubstitution:

2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

Certificates Licenses Registrations :

None

Necessary Special Requirements

PHYSICAL WORKING CONDITIONS:

• Typically the employee may sit comfortably to perform the work; however there may be some walking standing bending carrying light items driving an automobile etc.
• Special physical demands are not required to perform the work.
• Some travel may be required to support the executive team and commissions.

NOTES:

• FLSA: Non-Exempt
• The Wyoming Department of Transportation is a Drug-Free Workplace. E-Verify: WYDOT uses E-Verify an Internet-based system to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify including your rights and responsibilities. Qualifying eligibility and criteria for the hiring bonus
  • Temporary employees accepting a full time permanent position.
  • Current employees accepting a promotional opportunity - recruitment must have been opened to the public.
  • One year of service to WYDOT must be completed failure to complete this requirement will forfeit the hiring incentive; funds will be recouped from final pay.
  • Internal candidates would be required to remain in the position for a minimum of one (1) year from their promotion date.
  • Employees would only be eligible for one (1) hiring bonus in a 12 month period.
  • If the employee elects to downgrade through an active recruitment and/or appointment during the twelve (12) month period they would be required to pay the bonus back.

Supplemental Information

Click here to view the State of Wyoming Classification and Pay Structure.

Click hereto view the State of Wyoming Total Compensation Calculator.

URL: State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.

Class Specifications are subject to change please refer to the A & I HRD Website to ensure that you have the most recent version.

Human Resources Contact: Stacy Woita or

Required Experience:

IC