New job Executive Assistant in Montana | 2021
Executive Assistant
Company : State of Montana
Salary : $42,252 - $52,603 a year
Location : Montana
Full Description
Why should you come to work for the Department of Labor & Industry?
It’s about the people, the work we do and our mission to protect the well-being of Montana’s workers, employers and citizens and to uphold their rights and responsibilities. It’s about the impact we make in our communities every day. We are proud of our open, team-based, supportive and collaborative work environments. Learn more about DLI here.
What other benefits can you expect from this opportunity?
Look here for a summary of our outstanding benefits. You’ll love what you see! Our benefits include:
- Work/life Balance
- Health Coverage
- Retirement Plans
- Paid Vacation, Sick Leave and Holidays (a combination of up to 38 per year!)
- Public Service Loan Forgiveness (PSLF) – Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF. Look here to learn more and see if you may qualify.
How would this position make an impact in your community?
This position serves as the primary administrative support professional for the Commissioner’s Office within the Department of Labor & Industry, providing administrative assistance to the Commissioner, Deputy Commissioner, and members of the Department’s Senior Leadership Team. Work includes greeting visitors to the office; answering phone calls from members of the public; coordinating meetings and maintaining calendars; preparing correspondence; and representing the Commissioner’s Office in written and verbal communications.
As an Executive Assistant you will:
- Answer emails and phone calls from members of the public, directing them to the appropriate resources as necessary.
- Work closely with the Commissioner and Deputy Commissioner to ensure that they are kept aware of upcoming commitments and responsibilities, following up appropriately.
- Organize meetings and events, to include scheduling, meeting room reservation, agenda preparation, recording minutes, arranging for catering, and sending reminders when necessary.
- Write and edit emails, draft memos, and prepare communications on the behalf of executive leadership.
- Coordinate and track communication with various external parties, such as legislators, officials from other state agencies, representatives from the Governor’s Office, federal government officials, and representatives from external associations or organizations. Serve as a key player in helping the Department to develop positive relationships with these external stakeholders.
- Coordinate travel arrangements, create trip itineraries, and gather appropriate receipts and documentation for travel-related expenses.
- Ensure that technical needs of the office are met, including submitting IT Help Desk tickets, ordering supplies, and requesting upgrades when required.
- Perform basic accounting duties for the Commissioner’s Office, including coding invoices and submitting them for payment.
- Maintain comprehensive and accurate records, documents, and reports.
- This person must maintain confidentiality with the sensitive information they will be working with.
What makes you the right person for this opportunity?
Your preparation for this opportunity could include a combination of relevant experiences including an associate’s degree with coursework in business, information or office technology, communications or a related field plus one year of relevant experience.
Or
Three years of related experience.
Other combinations may be considered on a case-by-case basis.
Knowledge of (or ability to learn in a reasonable amount of time):
- Office administration practices; computers and business software including databases, spreadsheets, word processing, and email.
Skill in:
- Use of Microsoft Office suite of products – including Word, Excel, Outlook and Powerpoint.
- Communicating at an expert level.
- Spelling, composition and grammar.
- Self-direction.
- Analyzing information.
- Customer service.
- Organization and time management.
Ability to:
- Develop and maintain positive relationships.
- Learn and apply rules.
- Present information in an understandable way.
- Meet deadlines.
- Manage work schedule with minimal oversight.
- Work individually and as part of a team.
How would you let us know that you’re the right person?
Submit a cover letter and resume. Only electronic submissions will be accepted. Materials submitted but not requested will not be considered in the selection process.
In your cover letter, please answer the following question:
- How has your professional career prepared you to be successful in this role?
In your resume, include all work experience you have held that would help you qualify for this position, including duties and dates of employment (month & year - start & end) and hours per week. Starting pay is based on relevant education and experience. Pay is set based on what you submit at time of application.
- This position may be covered by a Voluntary Employee Beneficiary Association (VEBA)
A complete state application is not required; however, you will need to initiate the application and attach the cover letter and resume in order to be considered for this position. Failure to attach the cover letter and resume will result in your application being considered incomplete.
All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an email with instructions on how to submit such documents.
