Executive Administrative Assistant - Helena, United States - State of Montana

State of Montana Helena, United States

2 weeks ago

Description

Executive Administrative Assistant (Senior level)- Hybrid

Why live in Helena, Montana?

·Helena is surrounded by rolling hills and lofty mountains and is tucked below the Continental Divide.

·It is a relatively quiet place to call home where small-town living collides with outdoor adventure.

·Helena has a rich history and was originally founded as a gold camp during the Montana gold rush.

·Learn more about moving to and/or living in Helena, Montana .

Why should you keep reading and consider working here?

We know you have other work options, but we ask you to consider working with us at the State of Montana Department of Administration in the State Information Technology Services Division (SITSD). Our mission to provide shared IT services to support the needs of the state and citizens of Montana.We offer an innovative and collaborative work environment where employees are valued and supported. In addition, our employees have the opportunity to be involved in some of the most exciting and innovative IT projects and initiatives in development within Montana state government. (You can learn more about SITSD .)

What is this career opportunity?

Are you a master of organizing, prioritizing, and supporting the work of a senior-level executive team, and ensuring executives focus on their most critical tasks? Are you technically-savvy and looking for opportunities to cross-skill in diverse areas for career development?If so, we invite you to apply for our senior-level Executive Assistant position, supporting a team of 7 executives within State Information Technology Services Division (SITSD). This position plays a pivotal role in ensuring that the State Chief Information Officer (CIO) Deputy State CIO, and other leaders within the agency and enterprise, dedicate their time and energy to the most essential work aligned with their priorities. The SITSD leadership team consists of seven executives, bureau chiefs, and supervisors. Additionally, agency leaders rely heavily on the Executive Assistant to coordinate on their behalf with the State CIO and Deputy CIO. Strong attention-to-detail, adaptability, and the ability learn, understand, and use relevant technology tools is critical to success in this role.

What are we looking for?

Education and Experience:

·Completed coursework in business administration, information science, communications, or related field; AND

·4 years' experience as an executive assistant, administrative assistant, communications specialist, or similar role.

·Must be able to obtain Scrum Master certification within 12 months of hire (We will pay for your training and certification).

·Alternate combinations of education and experience will also be considered.

Competencies:

Business administration and office management

Discretion and Confidentiality: Frequently handles sensitive information and confidential matters. The executive assistant must exercise discretion, maintain confidentiality, and handle sensitive information with the utmost professionalism and integrity.

Technical Competency: Proficiency in using office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Microsoft Teams is essential.

Time Management: Often juggles multiple tasks and priorities simultaneously.

Excellent Communication Skills: Strong written and verbal communication skills to interact professionally with internal and external stakeholders.

Exceptional Organizational Skills: Manages the complex schedules, appointments, and priorities of senior executives effectively. This includes coordinating meetings, arranging travel, completing Procurement Card logs, and managing deadlines with meticulous attention to detail.

Attention to Detail: Responsible for managing a wide range of administrative tasks, from scheduling meetings to preparing reports, and ensuring executives have materials ready for Legislative Committees. It is critical to ensure accuracy and precision in all aspects of their work.

Problem-Solving Skills: Proactive and resourceful in resolving issues and addressing challenges that may arise in the course of their duties. This may involve anticipating potential problems, troubleshooting technical issues, finding creative solutions, and making informed decisions independently or addressing unexpected changes in plans.

Adaptability and Flexibility: The executive assistant must be flexible and adaptable to meet the evolving needs of the CIO, executive team, and SITSD.

Interpersonal Skills: Effective interpersonal skills are vital for building rapport with colleagues, stakeholders, and clients, as well as representing the executive professionally in various interactions. This includes active listening, empathy, diplomacy, and conflict resolution skills.

Professionalism: Executive assistants are often the first point of contact for the executive team and represents them in various interactions. Maintaining a professional demeanor, exhibiting tact and diplomacy, and providing excellent customer service are essential.

Calendar Management: The ability to efficiently manage the executive's calendar by scheduling appointments, coordinating meetings, and arranging travel plans while prioritizing tasks based on importance and urgency.

Email Management: Skill in managing the executive's email inbox by screening, prioritizing, and responding to emails on their behalf. This includes drafting responses, flagging important messages, and filtering out irrelevant or low-priority emails.

Communication Coordination: Proficiency in coordinating communication channels such as Teams, and other messaging platforms to facilitate effective communication between the executive and internal/external stakeholders. This involves relaying messages, scheduling calls, and ensuring timely responses.

Task Prioritization: The ability to identify and prioritize tasks and deadlines based on the executive's objectives and organizational priorities. This includes triaging incoming requests, managing competing demands, and allocating time and resources effectively.

Information Management: Skill in organizing, storing, and retrieving information, documents, and files relevant to the executive's work. This involves maintaining a well-organized filing system, creating, and updating documentation, and ensuring easy access to information when needed.

Team Player: Ability to work closely and collaboratively with other members of the executive team, the innovation and transformation team, and various teams within SITSD.

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