Executive Administrative Assistant - Hybrid

State of Colorado•Denver, CO

1d•Hybrid

About The Position

This position exists to provide the highest level professional support to the Executive Director (ED) and two Deputy Executive Directors (DED). This position will assist with developing and maintaining systems and procedures that support the ED and DEDs in implementing strategic goals and objectives and making executive decisions; understanding protocols, such as the state's budget, human resources, accounting, and purchasing protocols; understanding state law and governance to effectively support the ED's office; managing incoming and outgoing information requests for the ED and Deputy which is often confidential information and as such, requires discretion, prioritization and diplomacy, managing the flow of communication and information between the Executive Director's Office (EDO) and the Governor's Office, the Legislature, and other state agencies and institutions; representing the EDO; ensuring that matters concerning the office are efficiently and effectively brought to the ED, Deputy, or Senior Staff members for attention and or action; managing and supporting the ED and Deputy by producing and editing correspondence, reports and other documentation; receiving visitors and scheduling appointments; initiating conference calls; responding to general inquiries on behalf of the office and ED; serving as the Governor's advocate for the department; working in conjunction with the division directors, and handling special projects as assigned.

Requirements

At least five (5) years of professional experience providing high-level executive support within an executive suite or senior management environment, including responsibilities such as managing complex schedules, coordinating executive communications, preparing strategic reports, and handling sensitive information.
An equivalent combination of education and experience, where relevant higher education (such as a bachelor's degree or higher in business administration, management, or a related field) can substitute for direct executive support experience on a year-for-year basis.
Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening.
Fluency in Microsoft Office Suite (Access, Excel, Word, and Outlook), and Google (Calendar, Documents, Sheets, Drive, etc.), as well as the ability to quickly learn and apply other software skills

Nice To Haves

Previous State Service related to the work assigned to the position
Experience managing executive calendars, and conflicting priorities
Experience planning, coordinating, creating and distributing communications to a variety of audiences
Previous experience in a policy, legal, or highly technical setting
Exceptional communications skills which include the ability to adapt verbal communication style to various situations and all levels within the organization as well as writing skills that produce documents which are formal, comprehensive, persuasive and understandable
Demonstrated ability to independently identify and analyze issues and develop appropriate solutions and plans of action: with strong ability to influence decision-making through diplomacy
Effective project management skills including team collaboration
Strong organization, prioritization and self-motivation skills
Ability to work under tight deadlines and be adaptable to changing assignments
Ability to manage multiple assignments independently
Strong attention to technical detail

Responsibilities

Oversee all levels of office management for the Department's ED and Deputy EDs.
Maintain an online and up to date calendar of the ED and Deputy EDs so that necessary meetings and calendars can be coordinated.
Regularly check in with ED and DED on scheduling requests and priorities.
Regularly attend and set up for DPA ELT meetings; demonstrate a consistent ability to clearly communicate to executive leadership in an efficient manner with a great degree of confidence.
Implement and expedite requests of the ED and Deputy EDs by understanding department goals and priorities, consulting with subject matter experts, researching and compiling information for the ED and/or Deputies; review, monitoring timelines and alerting the ED, Deputy EDs and/or Division Directors of potential problems.
Communicate decisions made about policies, procedures, and other decisions where required.
Provide consistent, critical information in a timely manner and consults other positions in the department for advice where necessary or beneficial.
Ensure the Executive Director’s Office is consistently stocked with work materials including binders, folders, pens, paper etc.
Ensure proper functioning of Executive Director’s Office equipment including phones and Xerox machines
Compile work-products for ED and Deputy Executive Directors (for example: Legislative Binders, Project Folders/ Portfolios etc.)
In coordination with the DPA Communications team, serve as the liaison between the general public and the EDO.
Independently responds to inquiries by the general public on behalf of the ED and Deputy EDs.
Exercise independent judgment to determine whether to handle the inquiries directly or to forward the inquiry directly to the ED or a Deputy.
Detect, identify, and evaluate departmental problems that come to the Executive Office.
Resolve problems or refer to ED or Deputy EDs with a recommended solution.
Serve as the Governor's Advocate for the Department.
Handling all citizen issues sent to this Department for resolution by the Governor's Constituent Services Office via email, written and/or telephone communications.
Investigate the issue, determine the resolution, and communicate the result of this work to the Governor's Office and the involved citizen, after consultation with the ED.
Maintain a database of issues and concerns received and communicate trends relating to state employees, customers and citizens issues to the ED.
Solicit responses and /or information from various divisions within DPA.
Contact agencies/authorities outside of DPA to resolve citizen complaints.
Supplies workload statistics to ED and Governors' Constituent Services office on issues that have been addressed and the number of inquiries received.
Assesses policy and agency business practices and recommends changes to the ED for improvement.
Oversee operational and administrative program tracking and reporting functions including out of state travel requests, official function requests, leave requests, initiative and program tracking and reporting requested by the ED or DED.
This involves collecting the relevant data, coordinating with the appropriate DPA program staff, interpreting and verifying information, consulting department policies as well as strategic and performance plans, highlighting issues, and recommending approval/ disapproval of requests to the ED.
Serve as the Head Executive Assistant for the Department.
Ensuring coverage by Departmental EAs for the ED and DED whenever the ED’s assistant is on leave/ unavailable.
Conduct regular meetings with all Department EDs in order to ensure broad communication of policy changes, current events, and executive expectations.
Develop positive working relationships with all leadership staff and department executive assistants in order to facilitate optimal communication and coordination among work units.
Schedule meetings for the Executive Director (ED) and Deputy EDs.
Responsible for preparing and coordinating all meeting materials, conference rooms, and official functions.
Schedule all travel for the ED and Deputies by arranging and confirming travel accommodations.
Receive and approve requests for the ED's and Deputies’ appointments, speaking engagements and conferences based on knowledge of priorities, deadlines, departmental issues, and the legislative process.
Determine and collect the necessary background material for the ED's and Deputy's meetings.
Resolve scheduling conflicts based on knowledge of priorities and fast changing conditions including assigning other senior staff to attend meetings on the ED's behalf.
Organize and prepare ED and Deputies for various commissions and advisory councils.
Gather information, research subject matter, and assemble materials as needed.
Records minutes of meetings and follows up on necessary action items of EDO.