Executive Assistant & Scheduler (10176)

Executive Assistant & Scheduler

This position serves as an Executive Assistant and Scheduler for the DPHHS Deputy Director and other senior leaders on the DPHHS Director's team. This position manages complex calendars, prioritizes requests for executive time, coordinates meetings and events, and helps ensure assigned leaders are prepared with appropriate materials and information for each engagement. The role operates in a fast-paced, high-confidentiality environment and works closely with the Director's Office Manager, Senior Executive Assistant and Scheduler to the Director, and division leaders to align schedules with organizational priorities, legislative and operational timelines, and executive standards. This role is part of the Director's Office administrative support team and operates under the supervision of the Director's Office Manager. Within this administrative support structure, the position serves as the primary owner of scheduling and calendar-management duties for the Deputy Director and other assigned senior leaders, in coordination with other administrative staff who support correspondence, constituent inquiries, document control, and executive workflow management.

Our mission at DPHHS is serving Montanans in their communities to improve health, safety, well-being, and empower independence. By joining our department, you will have the opportunity to perform meaningful work in public service to our state and its residents. The State of Montana's comprehensive benefits package includes healthcare coverage, retirement plans, paid vacation, sick leave, and holidays, work/life balance, and eligibility to participate in the Public Service Loan Forgiveness (PSLF) program. In addition, DPHHS is the largest state agency with a wide range of advancement opportunities whether you are joining the workforce or have several years of experience.

Strong attention to detail, discretion, reliability, professionalism, and accountability in a high-visibility executive office environment. Ability to manage multiple complex calendars, priorities, requests, and deadlines simultaneously with strong attention to detail and accuracy. Ability to organize people, information, logistics, and tasks in a way that supports executive readiness and efficient time use. Meet minimum qualifications: High school diploma or equivalent. Four years of progressively responsible administrative, executive support, scheduling, or office coordination experience in an executive office, governmental, health care, legislative, or comparable environment. Other combinations of related education and experience may be considered on a case-by-case basis. Preferred: Experience supporting senior executives or comparable leadership in a public-sector or large complex organization. Experience with advanced calendar coordination, executive meeting logistics, legislative scheduling, and travel planning. Familiarity with DPHHS office and administrative procedures and business systems, including SharePoint and other scheduling and tracking tools. Experience working in environments requiring political awareness, confidentiality, and rapid adjustment to changing priorities.

To be considered for a DPHHS position, submit the following required documents with your application on the State of Montana Careers website. When submitting the required documents, you must check the "relevant document" box to ensure your attachments are uploaded correctly to your application for this position. Cover Letter, Resume, References Successful applicants will be subject to background checks relevant to the position and must pass reference checks before an offer will be extended. DPHHS is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply. For a copy of the full job description or if you need a reasonable accommodation in the application or hiring process, contact DPHHS Human Resources listed below.

Salary: $26.02-26.02 Hourly

Telework Eligibility: Telework Eligible (Full-time telework is not available. Telework schedule must be supervisor approved.)

Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings: 1

Employee Status: Regular

Schedule: Full-Time

Job Type: Standard

Shift: Day Job

Travel: Yes, 5 % of the Time

Primary Location: Helena

Agency: Department of Public Health & Human Services

Union: 000 - None