Senior Exec. Assistant & Scheduler (10177)

State of Montana • Helena, MT

9d • Hybrid

About The Position

This position serves as the Senior Executive Assistant and Executive Scheduler to the Director of DPHHS. The position provides senior-level executive scheduling and administrative support in a high-visibility environment and manages complex, frequently shifting, and often high-profile commitments involving the Governor’s Office, Legislature, tribal governments, external stakeholders, agency divisions, and internal executive leadership. The role ensures that the Director’s calendar reflects agency priorities, while also helping ensure each commitment is supported with the information, materials, and coordination needed for executive readiness. This position is part of the Director’s Office administrative support team and operates under the supervision of the Director’s Office Manager. This position serves as the primary scheduling point of contact for the Director and works closely with the Director’s Office Manager, Deputy Director, and other members of the Director’s Office administrative support team to align executive time with legislative, policy, constituent, and operational priorities.

Requirements

• High school diploma or equivalent.
• Five years of directly related administrative support, executive scheduling, office coordination, or closely related experience, preferably in a government, legislative, health care or executive office environment.
• Ability to exercise discretion and maintain confidentiality when handling sensitive, high-profile, politically complex, or operationally sensitive information.
• Ability to analyze requests, identify priorities, distinguish urgent from routine matters, and make sound independent decisions within established protocols.
• Ability to coordinate multiple moving parts, anticipate problems, and adjust quickly while maintaining professionalism and service quality in a high-visibility environment.

Nice To Haves

• Experience supporting chief executive officers, elected officials, or comparable leadership in a public-sector or similarly complex organizational setting.
• Experience with legislative session calendars, high-level meeting coordination, cross-agency scheduling, or executive travel and event logistics.
• Familiarity with DPHHS structure, programs, and executive office workflows.
• Experience working in environments requiring political awareness, confidentiality, and rapid adjustment to changing priorities.

Responsibilities

• Provides senior-level executive scheduling and administrative support in a high-visibility environment.
• Manages complex, frequently shifting, and often high-profile commitments involving the Governor’s Office, Legislature, tribal governments, external stakeholders, agency divisions, and internal executive leadership.
• Ensures that the Director’s calendar reflects agency priorities.
• Helps ensure each commitment is supported with the information, materials, and coordination needed for executive readiness.
• Serves as the primary scheduling point of contact for the Director.
• Works closely with the Director’s Office Manager, Deputy Director, and other members of the Director’s Office administrative support team to align executive time with legislative, policy, constituent, and operational priorities.

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: Senior
• Education Level: High school or GED