Executive Assistant - Unclassified

State of Nevada•Carson City, NV

About The Position

The Division of Public and Behavioral Health is seeking an Executive Assistant in their Administration Office, which serves as the executive leadership and coordination hub for the Division. The primary purpose of this office is to provide strategic direction, oversight, and support for all division programs and operations. The Executive Assistant provides high-level administrative, strategic, and operational support to the Administrator and the Division’s executive leadership team. This role manages complex executive functions, ensures seamless office operations, and serves as a central coordination point for Division priorities, stakeholder engagement, and organizational initiatives. The Executive Assistant oversees the Administrator’s dynamic calendar; coordinates meetings, travel, events, and daily office operations; and manages executive correspondence, briefings, and follow-up actions. The position supports Division-wide strategic initiatives by tracking project timelines, monitoring deliverables, and facilitating communication among leadership, program managers, and external partners. This role drafts, reviews, and coordinates executive communications—including reports, presentations, talking points, and legislative materials—ensuring alignment with the Administrator’s priorities and Division messaging. The Executive Assistant serves as a liaison to internal and external stakeholders, including local health authorities, tribal governments, healthcare organizations, community partners, advocacy groups, and federal agencies. The position organizes executive meetings, leadership sessions, advisory committees, conferences, and high-profile events, managing agendas, materials, logistics, and follow-up actions. It also supports legislative and government affairs activities by tracking policy issues, coordinating hearings and briefings, and preparing testimony and reports. The Executive Assistant handles confidential and sensitive information with discretion and ensures compliance with records management, privacy, and confidentiality requirements. The role contributes to accreditation, quality improvement, performance management, and strategic planning efforts, and supports the development of Division-wide policies and procedures. Additional responsibilities include coordinating travel and purchasing, maintaining official records, supporting recruitment and onboarding activities, and improving administrative workflows. The Executive Assistant also provides critical support during public health emergencies, assisting with emergency communications, logistics, and executive coordination, including outside normal business hours when required.

Requirements

Communicate effectively and professionally, both verbally and in writing
Manage executive calendars and schedules using Microsoft Outlook
Coordinate and follow-through on projects
Plan meetings and events
Prepare executive correspondence and documents
Coordinate legislative engagement activities
Manage communication and coordination with internal and external stakeholders
Proactively solve problems
Handle all information with confidentiality and discretion
Manage time and prioritize effectively
Work in a professional manner
Use Microsoft Office Suite and collaboration platforms proficiency
Manage multiple high-priority assignments simultaneously in a fast-paced environment
Exercise independent judgment and sound decision-making
Communicate effectively with executive leadership, elected officials, staff, and community partners
Build collaborative relationships across diverse stakeholder groups
Anticipate needs and proactively address challenges
Prepare professional reports, presentations, and executive communications
Organize complex information and coordinate competing priorities

Nice To Haves

The ideal Executive Assistant to the Administrator is a highly organized, strategic, and trusted professional who serves as the primary administrative and operational support to the Administrator and executive leadership team.
This individual functions as a key liaison between the Administrator, division leadership, government officials, community partners, and staff, ensuring efficient operations and effective communication across a complex public health and behavioral health organization.
The Executive Assistant to the Administrator provides executive-level administrative, operational, and strategic support.
This position manages complex scheduling, coordinates high-priority initiatives, facilitates communication among internal and external stakeholders, prepares executive correspondence and briefing materials, and ensures the efficient operation of the Office of the Administrator.
The successful candidate is highly organized, exercises exceptional judgment and discretion, and demonstrates a commitment to public service, collaboration, and excellence in support of the Division's mission to protect, promote, and improve the health and well-being of all Nevadans.
The ideal candidate is: Proactive rather than reactive
Calm and adaptable under pressure
Detail-oriented without losing sight of strategic priorities
Service-oriented and responsive
Diplomatic, approachable, and professional
Committed to advancing the Division's mission and values
Curious, adaptable, and eager to grow, with the initiative to take on new challenges and learn from senior leaders.
This role is ideal for someone seeking a unique, hands-on opportunity to gain executive-level experience in a fast-paced public health environment while building the skills and relationships that will support future career advancement.

Responsibilities

Manage the Administrator's complex calendar, including scheduling meetings, appointments, travel, conferences, and events
Prioritize requests for the Administrator's time and ensure alignment with Division priorities
Coordinate daily operations of the Office of the Administrator
Monitor and manage executive correspondence, requests, and inquiries
Prepare agendas, meeting materials, briefing documents, and background information for meetings and events
Track assignments, commitments, and follow-up actions on behalf of the Administrator
Assist in coordinating Division-wide strategic initiatives, special projects, and executive priorities
Monitor project timelines and deliverables and provide status updates to the Administrator
Facilitate communication and coordination among Division leadership, program managers, and external partners
Support implementation of organizational priorities, strategic plans, and performance improvement efforts
Identify and resolve administrative and operational issues requiring executive attention
Draft, review, edit, and coordinate executive correspondence, reports, presentations, talking points, and announcements
Ensure communications reflect the Administrator's priorities and maintain consistency with Division messaging
Coordinate responses to inquiries from stakeholders, elected officials, government agencies, and the public
Assist with preparation of materials for legislative hearings, executive meetings, and stakeholder engagements
Serve as a liaison between the Administrator and internal and external stakeholders
Coordinate meetings and communications with local health authorities, tribal governments, healthcare organizations, community partners, advocacy groups, and federal agencies
Support stakeholder engagement activities and partnership-building efforts
Organize and coordinate executive meetings, leadership team meetings, advisory committees, and special events
Prepare meeting agendas, distribute materials, record decisions, and monitor follow-up actions
Coordinate logistics for conferences, site visits, public meetings, and stakeholder events
Support accreditation site visits, strategic planning sessions, and other high-profile Division activities
Assist in tracking legislative issues, bill requests, and policy initiatives affecting the Division
Coordinate legislative briefings, hearings, and responses to information requests
Support preparation of testimony, briefing materials, and reports for executive leadership
Maintain awareness of state and federal policy developments relevant to public health and behavioral health
Handle confidential personnel, legal, financial, policy, and operational information with discretion
Ensure compliance with applicable records management, privacy, and confidentiality requirements
Exercise sound judgment in determining when issues should be elevated to the Administrator
Support Public Health Accreditation Board (PHAB) accreditation activities and related documentation efforts
Assist with coordination of quality improvement, performance management, and strategic planning initiatives
Track progress on organizational goals and executive action items
Support development and implementation of Division-wide policies and procedures
Coordinate travel arrangements, expense reports, purchasing requests, and administrative documentation
Maintain official records, correspondence files, and executive documents
Manage office workflows and administrative processes to improve efficiency
Provide support for recruitment activities, onboarding, and special personnel initiatives as assigned
Support executive leadership during public health emergencies and incident response activities
Assist in coordinating emergency meetings, communications, and logistical support
Maintain readiness to support emergency operations outside of normal business hours when necessary