Executive Assistant and Scheduler

Maine State Legislature • Augusta, ME

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About The Position

Executive Assistant and Scheduler
Office of the Senate President
The Executive Assistant and Scheduler (EAS) oversees the front office of the Senate President’s Office (SPO), manages the schedule for the Senate President, and performs the intake of all persons, documents, and requests that are delivered to the SPO. The EAS works closely with the Chief of Staff to manage the Senate President’s schedule, with the Constituent Services Manager on casework intake, and with partisan/non-partisan offices to ensure the upkeep of administrative functions within the Legislature.
The ideal candidate is extremely detail-oriented, adept at balancing and pivoting between multiple priorities, and can work successfully both as part of a team and independently.
The staff of the SPO supports and enhances the work of Maine State Senators in the Democratic caucus as they serve their constituents and strive to have tangible, positive impacts on the lives of all Maine people.

Nice To Haves

• Excellent critical thinking and organizational skills, and the ability to compose, review, and edit complex and/or technical business correspondence.
• Ability to use independent judgment, initiative, and informed decision making to complete complex administrative matters.
• Discretion in dispensing information.
• Previous background and demonstrated experience as a self-starter with the ability to work in a highly challenging, complex, fast-paced, and metrics-driven environment.
• Advanced knowledge of the legislative process and the ability to communicate, coordinate, and work effectively with the public, members of the Legislature, legislative staff, and executive branch.
• Proficiency in Microsoft Office, including Outlook, Teams, Excel, Word, Google, and Zoom.

Responsibilities

• Administering the President's and office-wide calendars, organizing meetings with and for the President, researching and preparing for initiatives and meetings, preparing reports, presentations, informational materials and other communications, setting up necessary technology, scheduling and hosting virtual meetings, and ensuring the efficient, orderly operation of an extremely busy office.
• Managing the front office of the SPO, including answering phones/emails, directing all in-person visitors (legislators, legislative staff, constituents, lobbyists, tourists, etc.), maintaining a filing system, restocking supplies as needed, and overseeing the general cleanliness and orderliness of the office.
• Providing drafts of written correspondence from the Senate President such as session schedules, invitation letters, and Joint Convention notices, as well as serving as the proxy for the Senate President and Chief of Staff when they are unavailable.
• Booking travel for the Senate President and making adjustments as needed when schedules shift.
• Working closely with the partisan and non-partisan offices (such as the Senate Majority Office, the Senate Minority Office, the Speaker’s Office, the Senate Secretary’s Office, the Executive Director’s Office, the Revisor of Statutes, etc.) on schedule coordination and relationship management to ensure the successful completion of administrative functions.
• Providing executive support and concierge services for the Senate President.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed