Executive Assistant (#MAAZ06)
$38,770.00 Yearly Min / $48,463.00 Yearly Mid / $58,156.00 Yearly Max

Executive Assistants provide high-level administrative support on behalf of a top-level executive at the agency level. Work includes representing the executive on administrative matters in regular interactions with internal and external executives and other leadership, the Office of the Governor, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.

Executive Assistants perform administrative and other support work at the agency level. This class is differentiated from the Senior Administrative Specialist class because in addition to supporting agency operations such as budgeting, accounting, purchasing, contracting, payroll, or human resources, or other agency-specific programs, services, or technical functions, employees perform a higher-level of administrative support work, problem-solving, decision-making, and accountability, with greater consequences of action taken on the entire agency, and on behalf of the executive.

Employees receive minimal supervision from a Cabinet Secretary, Elected Official, or other top-level executive; the supervisor defines objectives, priorities, and deadlines, and assists the employee with unusual situations. An employee in this class is the personal/confidential assistant to the executive and manages daily office activities to ensure efficient operations and workflow. Work includes frequently representing the executive and agency in a variety of situations to resolve problems, maintain effective employee and public relations, and support on-going agency operations. 

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• Represents the agency on behalf of a top-level executive by interacting with internal and external executives and other leadership, the Office of the Governor, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.  

• Responds to inquiries and complaints, and explains policies, procedures, regulations, and the agency’s position on issues to resolve problems, and receives and disseminates directives.

• Provides guidance and consultation to officials, employees, and the public on policy questions and administrative matters and keeps the executive informed of sensitive issues and potential problems.

• Screens and prioritizes the executive’s mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by others for signature; composes and signs correspondence or composes replies for the executive’s signature.

• Recommends improvements to operating practices, policies, and procedures to ensure smooth and efficient office operation.

• Maintains the executive’s daily engagement calendar, screens requests for appointments, and notifies the executive of action taken. 

• Arranges staff, board, committee, commission, and other meetings, conferences, hearings, travel, press releases, and similar activities.

• Collects, compiles, and rearranges materials and pertinent information based on priorities and consultation with the executive.

• Plans, coordinates, and directs office activities and/or special projects. Researches, compiles, and evaluates data for studies, reports, and special assignments.

• Prepares and formats official documents, correspondence, and reports, containing technical terminology and confidential or sensitive information.

• Maintains personal, confidential, and follow-up files.

• May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis:  planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion. 

• Performs other related duties as required. 

JOB REQUIREMENTS for Executive Assistant
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. Two years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
2. Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
3. Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
4. One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.