Executive Assistant

State of Montana•Helena, MT

23d•Onsite

About The Position

The Executive Assistant works in the Montana Department of Environmental Quality (DEQ) Director’s Office, supporting the Director and Deputy Director and coordinating administrative support for the office, including its legal and public policy units. The position manages correspondence, phone lines, schedules, travel, and visitor reception; screens communications; and researches, edits, and coordinates responses to represent the Director’s Office appropriately. It also supports the communications team with public meetings and helps maintain DEQ’s external publication standards. The Executive Assistant coordinates special projects and other activities assigned by agency leadership, using initiative, judgment, and strong customer service in high-level administrative work. The position also provides administrative support and serves as secretary to the Board of Environmental Review (BER), which is administratively attached to DEQ. BER duties include preparing documents, processing and tracking invoices, managing files, preparing for meetings, arranging meeting and travel logistics, and producing and maintaining meeting minutes. The role manages deadlines for agenda items and maintains the BER website to support legally required public notifications. This is an office-based position in the Director’s Office, Monday through Friday, with an 8 a.m.–5 p.m. schedule. The position includes a career ladder for professional development and pay progression.

Requirements

Associate’s degree in a related field and several years of experience in highly responsible administrative support, such as secretary, legal secretary, or executive assistant, or a closely related field. Alternative combinations of education and experience may be considered case by case.
Knowledge of customer service, clerical, and active listening techniques and methods.
Ability to communicate information effectively and professionally and actively listen.
Knowledge of administrative and clerical procedures and systems, including word processing, file and records management, transcription, form design, and office procedures and terminology.
Ability to navigate sensitive situations and coordinate with various customers.
Effective and efficient organizational skills.
Advanced knowledge of office technology, video meeting management, and software applications such as Microsoft Office Suite.
Ability to develop solutions focused on process improvement and efficiency.
Ability to work independently and in a team setting.

Nice To Haves

Experience with, or ability to learn, web publishing, meeting-minute transcription, records management, databases, and travel and expense systems.

Responsibilities

Support the Director and Deputy Director and coordinate administrative support functions for the Director’s Office, including the legal and public policy units.
Manage office correspondence, phone lines, schedules, travel, and visitor reception.
Screen incoming and outgoing communications and research, edit, and coordinate responses.
Support public meetings and help maintain consistent DEQ branding on external publications.
Coordinate special projects and activities assigned by agency leadership.
Provide administrative support and serve as secretary to the Board of Environmental Review.
Prepare documents, process and track invoices, manage files, and arrange meeting and travel logistics for BER.
Prepare and maintain BER meeting minutes.
Manage deadlines for agenda items and maintain the BER website to ensure legally required public notifications are carried out.