Executive Assistant

State Of Colorado Denver , CO 80208

Posted 2 weeks ago

Department Information

This position is not part of the state-classified system. Applications will be considered from residents and non-residents of Colorado.

This position is exempt from the classified state personnel system. Appointments to exempt positions are at-will, and are not subject to the laws and personnel rules governing the classified state personnel system.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado's approach is unique in that these local community services are gathered into one Department of "Local Affairs," which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through accessible, affordable, and secure housing; implementing property tax law; capacity building, strategic training, research, technical assistance, and funding to localities.

Mission

Our mission is to help strengthen Colorado's communities

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our community and are passionate about supporting our community. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.

In addition, we offer a great location and great benefits, which include:

  • Medical and dental plans

  • Strong, secure, yet flexible retirement plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans

  • Employee wellness programs

  • Paid life insurance

  • Short and long-term disability coverage

  • 11 paid holidays per year plus vacation and sick leave

  • RTD EcoPass to all eligible State Employees

  • Flexible work schedule options and remote-work options

  • Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs

  • Training opportunities

  • Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program.

Description of Job

Description of Job

The Executive Assistant exists to provide high-level program, administrative, and technical support for the Executive Director, to ensure that goals and objectives are achieved. This includes planning and organizing various meetings for staff, compiling data, and preparing management reports that assist the Executive Director. The position is responsible for identifying office problems or areas that need strengthening and the development of action plans to correct identified issues. This position addresses customer service issues, technical support, and improving relations with state employees, serving as the first point of contact for employees, citizens, legislators, the Governor's office, federal, state, and county officials, and other stakeholders for the Executive Director. The Executive Assistant also provides high-level administrative and technical support for the Executive Director to ensure that goals and objectives are achieved. This includes planning and organizing various meetings and events for staff and offices and compiling data. This position works with and manages critical, sensitive, and confidential information. The incumbent is therefore required to protect and secure such information while supporting the Executive Director.

The responsibilities of the Executive Assistant include but are not limited to the following:

  • Provides programmatic and administrative support for the Executive Director and Deputy Director including scheduling for and access to the Executive Director and Deputy Director, facilitation of meetings, coordination of travel and lodging arrangements, processing payments, preparation of various written materials utilizing Google applications and MS Office, and anticipating the needs of the chief executives as necessary;

  • Manages the general administrative functions of the Executive Director's Office, including procurement of supplies and equipment, and maintaining hard copy and electronic files and databases;

  • Works with the leadership team to facilitate strategic initiatives and planning;

  • Coordinates special projects across DOLA's divisions;

  • Conducts technical and legal research;

  • Serves as initial interface between the executive office and internal and external customers:

  • Determines availability, schedules and arranges meetings,

  • Manages the flow of information to customers regarding the Executive Director's schedule,

  • Provides appropriate and adequate responses or delegates responses to inquiries or requests from a wide variety of sources (e.g. constituencies, the Governor's Office, cabinet, staff from other offices of state government, Department of Local Affairs managers and employees, the general public, etc.), and

  • Develops and maintains cohesive working relationships with division directors, department employees, staff from other state agencies, and other external contacts; fosters teamwork with peers and others in the department.

  • Manages office space needs, coordinates building infrastructure/scheduling needs, and coordinates fleet maintenance, scheduling and issuance of vehicles.

This key position performs advanced-level office functions including completion of difficult and complex administrative activities requiring judgment and independent decision-making, and the ability to resolve challenges. The strongest applicants will have the ability to project a friendly, positive image of the Executive Director's Office, while still being firm; and the ability to maintain flexibility and change priorities with little notice.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications, Substitutions, and Conditions of Employment

4 years of high level programmatic, administrative support experience, including at least one year of experience providing executive level support, reporting directly to a cabinet member or executive level leader.

OR

2 years of professional experience providing executive level support, reporting directly to a cabinet member or executive level leader.

This experience must be specifically documented on your application.

REQUIRED SKILLS AND COMPETENCIES:

  • Demonstrated ability to complete difficult and complex programmatic, administrative activities requiring judgment and independent decision-making;

  • Ability to display tact, diplomacy and a friendly, positive image representing the Executive Director's Office; establish rapport and maintain professional, productive relationships;

  • Ability to maintain flexibility and adaptability in changing priorities when there is urgent need with little notice;

  • Ability to effective prioritize and adequately resolve challenging situation; demonstrates emotional intelligence with problem solving;

  • Ability to transform work processes, utilizing innovation, creativity and technology;

  • Proven experience in customer service, event planning and organizing various meetings for large groups while exceeding customer expectations;

  • Proven experience in professional communication with respect to government officials and matters of public importance;

  • Exceptional attention to detail skills; maintain adequate quality assurance measures, ensure accurate and high quality work;

  • Effective communicator, exceptional at written and verbal communications; ability to proactively communicate relevant information to supervisor;

  • Proven experience using technology and various applications which includes Google;

  • Experience with communications with respect to government officials and matters of public importance;

  • Effective organizational and business acumen working skillfully in government, procedures, and protocols across organizational levels and boundaries; proven ability to work independently and with others, effectively collaborating with others to achieve shared goals

PREFERRED QUALIFICATIONS:

  • 4 years of previous experience being an executive assistant for a fast-paced, complex organization;

  • Previous State of Colorado employment experience;

CONDITIONS OF EMPLOYMENT:

  • Background check required.

  • Must possess and maintain a valid Colorado driver's license.

  • Infrequent overnight travel may be required.

Supplemental Information

Please submit an employment application, resume, and cover letter specifically describing how your previous training and experience qualify you for this position.

The top group of applicants whose qualifications most closely match the needs of this position will be identified for further consideration and invited for interview.

Supplemental Information

Supplemental Information

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

DOLA is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Hannah Emmons, DOLA HR Specialist at hannah.emmons@state.co.us.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.


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Executive Assistant

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