Business Office Coordinator I 2026-02065

Executive Assistant To The Adjutant General

This position serves as the executive assistant to the Adjutant General (TAG), providing critical administrative and operational support to the TAG's office. Manages and coordinates key functions essential to the daily operations of the Wyoming Military Department and the Wyoming National Guard.

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

Human Resource Contact: Molly Skala / View email address on click.appcast.io

ESSENTIAL FUNCTIONS:

• Executive Calendar, Briefings & Meeting Coordination: Manages a fast-paced, high-visibility executive calendar for The Adjutant General (TAG); prepares executive briefing binders and materials; arranges in-person, video teleconferencing and secure meetings; proactively tracks national and global developments to anticipate schedule shifts and deconflict high-priority commitments.
• Complex Travel & Mission Coordination: Coordinates comprehensive in-state, national, and international travel itineraries for TAGincluding deployed troop visits and joint travel with the Governor's Office; secures authorizations, itineraries, and lodging in support of dynamic mission requirements.
• Dual-Status Payroll & Federal Funding Compliance: Audits and reconciles executive state timecards for TAG, cross-referencing military duty to maintain strict statutory compliance against dual compensation ("double-dipping"); independently tracks General Officer, Annual Training and Inactive Duty Training days for federal reporting to secure critical federal military pay and travel fund allocations for the state.
• Legislative Tracking & Session Reporting: Develops and manages the annual Wyoming legislative tracking system; monitors proposed legislation impacting the Wyoming Military Department and veterans; compiles and distributes daily legislative updates during session to internal leaders and external stakeholders detailing bill statuses, floor readings, and committee schedules.
• Trusted Counsel & Administrative Mentorship: Serves as a trusted sounding board to the Command Team, offering candid, ground-level feedback on office workflow, administrative processes, and organizational climate; actively mentors administrative personnel and junior staff on standards, job proficiency, and professional growth.
• Correspondence & Workflow Quality Control: Serves as the primary gatekeeper for the TAG's office; screens visitors and executive phone inquiries; logs, reviews, edits, tracks, and routes all official correspondence submitted for TAG review and signature, ensuring proper formatting, grammatical accuracy, policy compliance, and complete chain-of-command staffing prior to executive presentation.
• High-Level Protocol & Honors: Manages official protocol items, including military retirement packets, senior leader gifts, and Governor-signed commendation letters; oversees the ordering, flying, tracking, and presentation of U.S. and Wyoming State flags for retirements, troop deployments, and state funerals.
• Veteran & Custom Recognition Programs: Manages Octogenarian milestone recognition for Guard veterans and coordinates custom TAG recognition awards for service members, state employees, and citizens.
• High-Profile Special Events: Directs or assists with the planning, logistics, and execution of major annual executive events, including the Governor's Military Reception, Senior Mentors Conference, Cheyenne Frontier Days Distinguished Visitor visits, CFD Governor's Dinner, Gold Star Families events, Civil Air Patrol Annual Conference, and Outstanding Soldier and Airman of the Year (OSAY) banquet.
• Civic & Community Engagement: Coordinates TAG's participation and logistics for community outreach, civic functions, and public speaking engagements across the state.
• Office Operations & Resource Management: Oversees daily office logistics, including supply purchasing, association dues, and state purchasing card reconciliations; submits facility and fleet maintenance work orders; schedules checks on secure equipment; troubleshoots minor IT/office technical issues.
• Information & Directory Management: Maintains and updates critical state and federal resources, including Federal SharePoint calendars, the Wyoming State Directory, executive leadership contact rosters, and office display boards.

Preferences: It would be helpful (not necessary) if the applicant has knowledge of the military hierarchy, rank structure, culture, and protocol.

Knowledge of Microsoft Outlook, Microsoft Office Suite (Word, PowerPoint, Excel, etc.).

Requires a high level of expert communication both orally and in writing.

Requires interpersonal and people skills.

Provides guidance, mentorship, and institutional knowledge internally and externally.

Minimum Qualifications:

Education: Bachelor's Degree (typically in Business)

Experience: 0-2 years of progressive work experience (typically in Business) OR Education & Experience Substitution: 3-5 years of progressive work experience (typically in Business)

Certificates, Licenses, Registrations: None

Physical Working Conditions: This position refers personnel and policy decisions to the TAG and directorates. Responsible for preparing COAs and decision options and recommendations for the agency

Notes:

• FLSA: Non-exempt
• A Federal Security Background Check and Secret clearance are required

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