New Job Executive Assistant In Utah

Executive Assistant
Executive Assistant

Executive Assistant

Company : State of Utah
Salary : $19.76 - $40.69 an hour
Location : Utah

Full Description

Job Description

Are you a highly motivated self starter who loves a challenging career? The Executive Assistant, reports directly to the CIO, Division of Technology Services (DTS). This is an appointed position which requires a high level of integrity, the ability to maintain confidentiality, and works within a high level of trust and responsibility.

The executive assistant serves in a close and confidential relationship and at the will of the executive and may respond to management, staff, the public, legislative and/or Governor's Office requests on behalf of the executive. The employee receives assignments from the executive or executive team and relieves the executive and executive team of administrative detail; and provides a variety of services such as: screening access to the executive/team, responding to inquiries and administrative problems brought to the executive team by staff members and officials from other departments/divisions, the legislature, the private sector, or the public. Typical duties may include: researching the nature of inquiries and determining which matters must be handled by the executive versus those that can be handled by other senior managers; scheduling; directing and monitoring the executive's correspondence; coordinating travel plans; preparing policy briefing statements; drafting talking points, note-taking and preparing correspondence, reports, documents or other materials for the executive team; may chair meetings and/or represent the executive/team at meetings. The chosen candidate serves as a member of the executive staff and may act as a liaison for the executive/team with other governmental entities such as the Governor's Office, Office of Planning and Budget, Legislative Fiscal Analyst Office, Legislators, division directors, private sector organizations, etc.

The Ideal Applicant:
  • Program knowledge and its related processes, procedures, policies
  • Sensitivity, tact and professionalism.
  • Knowledge of computer word processing software and automated software applications such as Microsoft Office, Adobe.
  • Knowledge of Google systems such as Google Drive and calendars.
  • The ability to work independently and in team environments.
  • The ability to work with multiple executive leaders.

This position can be telework with 2-3 days in the office, located at: Taylorsville State Office Building (TSOB) 4315 S. 2700 W. Taylorsville, Utah.

Why join our team?
We have great business partners who want to serve Utah citizens efficiently and effectively, while working within the guidance of their federal and state partners. This is an opportunity to make a difference for Utah citizens while being a pivotal part of an exciting IT team. You will receive great health and retirement benefits, such as, generous paid time off so you can spend more time with your family and have a positive work life balance. Click here to view a summary of all the benefits we offer.

The Agency:
To learn more about The Division of Technology Services check us out Click here. The State's environment is a highly optimized blend of systems responsible for collecting, processing, and distributing millions of data elements every day.

Example of Duties

Principal Duties
The Executive Admin performs the following tasks:
  • Provides professional support to the Executive management team.
  • Tracks, monitors and follows up to assure Executive and/or staff deadlines are met.
  • Maintain calendars; schedules and coordinate appointments, meetings, travel, etc.
  • Office management, including receiving and greeting visitors for the Executive Team; answering/screening telephone calls; receiving, reviewing, screening, and responding to written or electronic correspondence, as appropriate; delegating appropriate action to other staff/organizations.
  • Provides technical assistance and support with purchasing tangible items in accordance with state purchasing rules.
  • Processes bills and payments according to established fiscal rules.
  • Ensures monthly accounts payable reports are conducted with accuracy.
  • Event and party planning: High collaboration and communication with internal team, and external customers. Ability to think ahead, plan accordingly, and oversee projects.
  • Collaborate with internal and external parties on behalf of the CIO and act as a representative on behalf of the Executive team.
  • Creates/revises procedures, techniques and materials.
  • Processes staff travel arrangements and reimbursements.
  • Organizes meetings and/or conferences/workshops; arranges facilities, equipment, reservations, speakers, meals, travel, etc.; prepares speaking points, agendas, minutes, etc.; attends meetings on behalf of the CIO.
  • Maintains and orders office supplies and inventory.
  • Maintains the security of confidential records in the office.
  • Excellent people skills, and the ability to act as a liaison between the Executive Team, the division, the agency, and external customers.

Typical Qualifications

  • maintain confidentiality
  • arrange, coordinate, or schedule time and details
  • deal with people in a manner which shows sensitivity, tact, and professionalism
  • speak clearly, concisely and effectively; listen to, and understand information and ideas as presented verbally
  • communicate information and ideas clearly and concisely, in writing
  • plan, organize and prioritize time and workload in order to accomplish tasks and meet deadlines
  • organize information in a clear and concise manner
  • use computer spreadsheet software
  • use computer word processing software
  • operate a computer, fax machine, copier, and other office equipment
  • enter, transcribe, record, store, or maintain information in either written or electronic form
  • read, interpret and apply laws, rules, regulations, policies and/or procedures
  • chair meetings and coordinate the activities or tasks of people, groups and/or organizations
  • Lead others by assigning/directing work; staff training and development, making recommendations, etc.

Supplemental Information

  • Employment contingent on passing a drug screening and a background check.
  • Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
  • Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.