Executive Assistant & Scheduler (10176)

State of Montana • Helena, MT

1d • Hybrid

About The Position

The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity within the Director’s Office. 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.

Requirements

• 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.
• 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.

Nice To Haves

• 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.

Responsibilities

• Manages complex calendars for DPHHS Deputy Director and other senior leaders.
• Prioritizes requests for executive time.
• Coordinates meetings and events.
• Ensures assigned leaders are prepared with appropriate materials and information for each engagement.
• Aligns schedules with organizational priorities, legislative and operational timelines, and executive standards.
• Serves as the primary owner of scheduling and calendar-management duties for the Deputy Director and other assigned senior leaders.
• Coordinates with other administrative staff who support correspondence, constituent inquiries, document control, and executive workflow management.

Benefits

• Healthcare coverage
• Retirement plans
• Paid vacation
• Sick leave
• Holidays
• Work/life balance
• Eligibility to participate in the Public Service Loan Forgiveness (PSLF) program

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED