Executive Assistant

State of Montana•Helena, MT

21d•Onsite

About The Position

We are looking for an Executive Assistant to join our team in the Director’s Office at Montana DEQ! The Executive Assistant supports the agency mission by serving as support to the Director and Deputy Director and coordinating administrative support functions for the Director’s Office, which includes the legal and public policy units as well as other assigned duties. Primary responsibilities include managing the administrative functions of the Director’s Office, such as correspondence, phone lines, managing schedules and travel, and greeting visitors. The position provides high level customer service, screens incoming and outgoing communications and researches, edits and coordinates responses to ensure appropriate representation of the Director’s Office. As a public face of the department, the position supports the communications team by assisting with public meetings and maintaining a consistent DEQ brand standard on external publications. The Executive Assistant coordinates special projects and activities as assigned by agency leadership in addition to duties listed. This position exercises initiative, judgment, and excellent customer service in performing high-level administrative duties for the department. The position also provides administrative support and acts as the secretary to the Board of Environmental Review (BER) which is administratively attached to DEQ. This work includes, but is not limited to document preparation, invoice processing/tracking, file management, meeting preparation, and meeting/travel arrangements for meetings as well as production and maintenance of meeting minutes. BER support also includes managing due dates and deadlines for inclusion of items on the meeting agenda as well as managing the BER website to ensure legal requirements for public notification are carried out. At the Department of Environmental Quality, our ultimate goal is to champion a healthy environment for a thriving Montana. DEQ employees are the heart of our organization. We value the people and invest in their professional growth, promoting a culture of cross-agency collaboration as we find solutions to the environmental challenges we face. DEQ values – leadership, accountability, customer service, communication, efficiency/effectiveness, excellence, and decision making – are fundamental to our work. Come be a part of the Department of Environmental Quality! The Executive Assistant position includes a career ladder for professional development and pay progression.

Requirements

An associate’s degree in a related field and several years’ experience filling highly responsible administrative support functions such as a secretary, legal secretary or executive assistant, or in a closely related field.
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 such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
Ability to navigate sensitive situations and coordinate with various customers.
Effective and efficient organization skills.
Advanced knowledge of office technology, video meeting management, and software applications, such as Microsoft Office Suite.
Experience with or the ability to learn web publishing, meeting minute transcriptions, records management, databases, travel/expense systems, etc.
Ability to develop solutions with a focus on process improvement, gaining efficiencies.
Work independently and in a team setting.

Responsibilities

Managing the administrative functions of the Director’s Office, such as correspondence, phone lines, managing schedules and travel, and greeting visitors.
Provides high level customer service, screens incoming and outgoing communications and researches, edits and coordinates responses to ensure appropriate representation of the Director’s Office.
Supports the communications team by assisting with public meetings and maintaining a consistent DEQ brand standard on external publications.
Coordinates special projects and activities as assigned by agency leadership.
Provides administrative support and acts as the secretary to the Board of Environmental Review (BER).
Document preparation, invoice processing/tracking, file management, meeting preparation, and meeting/travel arrangements for meetings.
Production and maintenance of meeting minutes.
Managing due dates and deadlines for inclusion of items on the meeting agenda.
Managing the BER website to ensure legal requirements for public notification are carried out.