Executive Assistant to Deputy Director

MISSOURI DEPARTMENT OF CONSERVATION•Jefferson City, MO

4d•Onsite

About The Position

The Executive Assistant to the Deputy Director provides executive-level administrative support to the Deputy Director. The role prepares and reviews correspondence, presentations, reports, and announcements; coordinates meetings and travel; maintains schedules, itineraries, and filing systems; handles confidential matters; and monitors and prioritizes mail. The position leads the Director’s Office effort to implement electronic and paperless business procedures and supports timely responses to constituent matters and incoming correspondence. The role coordinates with the Deputy Director-Engagement, Legislative Liaison, and other staff on the Conservation Legislative Briefing Book, legislative field trips, and publication requests. It administers Director’s Office personnel transactions in HRIS, attends Office Managers meetings, receives calls and visitors, and serves as a liaison with executive secretarial staff, branches, partner agencies, and the public. Additional duties may include supporting the Executive Assistant to the Director/Commission Secretary, assisting with conference planning, submitting staff nominations, consulting on the Department’s correspondence manual, and maintaining the Director’s Office SharePoint intranet site. The position regularly works in a standard office environment. It is classified as nonexempt under the Fair Labor Standards Act, and employees must accept compensatory time in lieu of cash payments in accordance with the Department’s policy.

Requirements

High school diploma or GED/HiSET.
At least six years of progressively responsible professional experience in general secretarial work or similar experience in a related discipline, or an equivalent combination of education and experience.
Maintain a valid, current driver’s license.
Proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, OneNote, Outlook, Visio, and Adobe Acrobat.
Ability to type 50 words per minute.
Ability to operate a calculator.
Ability to manage time effectively and attend to details.
Ability to establish and maintain effective working relationships with groups, Department staff, and the general public.
Ability to work effectively as a team member and assist in resolving conflicts.
Ability to communicate effectively, orally and in writing, with Department personnel and the general public.
Ability to maintain focus and intensity and remain optimistic and persistent under adversity.
Regular attendance is an essential function.
Must agree to accept compensatory time in lieu of cash payments in accordance with the Department’s Compensatory Time Off and Overtime Policy.
Must be a United States citizen or an alien authorized to work in the United States.
New employees must complete Form I-9 and provide requested documentation.
Candidates seeking initial employment or re-employment must submit to a drug screen following an employment offer.
State employees must file Missouri state income tax forms and pay state income taxes owed.

Responsibilities

Prepare correspondence, presentations, reports, and announcements in coordination with the Deputy Directors.
Review completed work for accuracy, adherence to instructions, and appropriate attention.
Coordinate meetings and travel arrangements, and maintain schedules and itineraries.
Handle highly confidential verbal and written matters.
Maintain a filing system that allows quick retrieval of materials.
Monitor electronic and posted mail and prioritize it to ensure appropriate attention.
Lead the Director’s Office effort to implement electronic and paperless business procedures.
Serve as the agency contact for the Governor’s Office Constituent Services and incoming mail to the Director’s Office; ensure actions and responses are completed promptly and provide summaries of resolutions to the Governor’s Office.
Coordinate and collect information for the Conservation Legislative Briefing Book with the Deputy Director-Engagement, Legislative Liaison, and MDC staff; assist with legislative field trips and publication requests.
Administer Director’s Office personnel transactions in HRIS, including requisitions, recommendations, onboarding, resignations, and retirements.
Attend Office Managers meetings.
Receive telephone calls and visitors in a manner that maintains trust and confidence.
Serve as liaison with executive secretarial staff, branches, partner agencies, and the public.
Provide support to the Executive Assistant to the Director/Commission Secretary as requested.
Assist with or lead planning for national conferences as requested.
Submit nominations for Department staff participation on committees or for recognition and awards.
Serve as a consultant to the committee producing the Department’s correspondence manual.
Maintain the Director’s Office SharePoint intranet site.