New Job Executive Assistant In Minnesota

Working Title: Executive Assistant
Job Class: Office & Administrative Specialist, Principal
Agency: Minnesota State

• Who May Apply: Open to all qualified job seekers
• Date Posted: 08/28/2023
• Closing Date: 09/11/2023
• Hiring Agency/Seniority Unit: MN St Colleges & Universities / MNSCU Central Office-Conf
• Division/Unit: MnSCU System Office / MnSCU OOC Classified S - Z
• Appointment Type: Unlimited, Full-time
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $21.55 - $29.08 / hourly; $44,996 - $60,719 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 217 - Confidential/Unrep
• Location: St. Paul - Minnesota State System Office
• FLSA Status: Nonexempt
• Telework Eligible: No
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.

The executive assistant provides executive-level assistance to support both the Minnesota State’s divisions of Workforce and Economic Development as well as the Center for Data Access and Analytics. The position performs a variety of comprehensive and complex administrative work. The position is expected to coordinate communications and oversee office management details. The position must exercise a high level of professionalism and confidentiality.

Skills essential to the role include: Advanced decision making, communications, analytical, organizational, administrative, computer skills (Windows, Word, Excel, PowerPoint, SharePoint, and Outlook or similar programs), office management and interpersonal / human relations.

Specific duties include but are not limited to:

• Provide executive-level assistance to both the Executive Director of Workforce and Economic Development and the Executive Director of the Center for Data and Access Analytics:
  • Coordinate scheduling Workforce and Economic related activities as well as calendaring meetings for both Executives.
  • Coordinate purchasing, and expense reimbursements; monitor associated budgets
  • Serve as a resource to management team for labor relations information, as defined in M.S. 13.37, used in collective bargaining and maintain confidential files
  • Determine and implement procedures for improving best practice and operational efficiencies for both Workforce and Economic Development and the Center for Data and Access Analytics

• Plan and coordinate special research and investigative projects and / or assignments for both Executive Directors ensuring that agreed upon deliverables and deadlines are met.

• Serve as office communication liaison and prioritize and / or respond to internal and external constituents’ issues and concerns as appropriate for both departments signature to ensure that relationships are established, coordinated, and maintained on behalf of the Minnesota State.

Minimum Qualifications

• Experience as an executive assistant or office manager supporting a senior level position.
• Proficient in Microsoft Office Suite products including Outlook, Word, Excel, PowerPoint, etc., sufficient to schedule, compose, create, modify, and save calendars, memos, letters, documents, reports, charts, graphics, presentations, etc.
• Ability to effectively communicate in a professional manner internally and with external stakeholders, read, write, prepare, and edit materials, using correct and error-free spelling, punctuation, grammar, and typing.
• Advanced administrative, secretarial, and clerical skills sufficient to apply principles and practices of office management in planning, organizing, and reviewing work and/or information.
• Effective customer service/human relations skills sufficient to interact with diverse audiences in a professional, respectful, and efficient manner.
• Experience analyzing highly confidential data, select relevant information and integrate data into meaningful responses and reports.
• Ability to manage multiple tasks / projects simultaneously with a level of confidentiality.
• Ability to interact with multiple and diverse groups of people and a commitment to fostering a diverse working and learning environment.

Preferred Qualifications

• Post secondary degree in Business Administration or related field.
• Experience in a professional and fast-paced office environment.
• Ability to analyze a variety of data, select relevant information and integrate data into meaningful responses and reports.

Additional Requirements

In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check.

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email [email protected]. For additional information about the application process, go to http://www.mn.gov/careers.

If you have questions about the position, contact Shane Moore at [email protected] or 651-273-3967.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Shane Moore at [email protected].

About Minnesota State

(Include brief description of agency - limit to two sentences)

Why Work for Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

A recent engagement survey of State of Minnesota employees found:

• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule

Comprehensive Benefits

Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:

• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 11 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

Other Information

Employment information for this position can be found in its collective bargaining agreement or its plan document at http://mn.gov/mmb/employee-relations/labor-relations/Labor/.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State is an equal opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email [email protected]. Please indicate what assistance is needed.