Executive Assistant and Special Projects Manager

Company: State of Colorado
Location: Denver
Posted on: June 12, 2021

Job Description:

Department Information

Colorado Department of State

This announcement will be open for specified time or until filled.

The Colorado of Secretary of State's office is dedicated to making government easy and accessible for people in order to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do. We believe in being accessible, empowering all people, and ensuring that everyone's voice is heard.

Among the benefits offered are:

• Participation in PERA with two retirement plan options, and voluntary PERA 401K and 457 plans
• Medical and dental health plans
• Paid life insurance
• Automatic short-term (and optional long-term) disability coverage
• 10 paid holidays per year plus generous annual and sick leave
• Access to a diverse array of technical, leadership and supervisory training opportunities

Our agency website: Colorado Secretary of State

The State of Colorado is an equal opportunity employer. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We strongly encourage candidates from all backgrounds and abilities to apply. Description of Job

This position directly assists the Secretary of State in administrative matters and duties. This is a high-level assistant, that is expected to exercise appropriate discretion and independent judgment with respect to the Secretary's business and objectives. The ideal candidate will possess strong written and verbal communication, administrative and organizational skills, and work well under pressure.

Position Duties:

• Completes a broad variety of administrative tasks for the Secretary of State including:
• Managing an extremely active calendar of appointments;
• Composing and preparing correspondence that is sometimes confidential;
• Arranging complex and detailed travel plans, itineraries, and agendas; and
• Compiling documents for travel-related meetings.

Plans, coordinates and ensures appropriate adherence to the Secretary's schedule.Communicates with the Secretary to keep her informed of upcoming commitments and responsibilities, following up appropriately.Completes and verifies travel reimbursement documents, official functions forms, and other documents for the Secretary of State with minimal supervision.Prioritizes conflicting needs: handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.Serves in Secretary of State's absence by attending events related to Department needs, on behalf of the Secretary of State. Uses discretion and independent judgment in responding to complaints, compliments, or questions from customers either by mail, e-mail, in person, or over the phone.Tracks upcoming deadlines to ensure the team stays aware and knowledgeable.Serves as the records liaison with State Archives.Maintains professional and technical knowledge by attending education workshops, reviewing professional publications, establishing personal networks, participating in professional societies, and attending trainings and workshops sponsored by the Secretary of State's office.Works closely with Deputy Government and Public Affairs position to coordinate and assist with public outreach activities.This is a full-time position that frequently requires long hours and weekend work. Some travel is requested and may be outside the local area and overnight. Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications

• Two years of experience scheduling and maintaining a calendar for a principal.
• Experience in a wide range of clerical responsibilities.
• Proficiency in Microsoft Office Suite.
• Bachelor's degree from an accredited college or university.

Preferred Qualifications

• At least three years of experience working as an executive assistant, supporting a high-level executive and managing a calendar in a fast-paced environment.
• Experience involving a wide range of clerical responsibilities.
• At least one year of experience engaging and managing relationships with external stakeholders.

Required Competencies

• Excellent organizational skills: the ability to set, track, and accomplish priorities, goals, and timetables to achieve maximum productivity, knowing the status of activities at all times.
• Excellent attention to detail; the ability to ensure that information is complete and accurate.
• Strong problem-solving skills.
• Proven ability to handle confidential information with discretion, being adaptable to various competing demands, and demonstrating a high degree of professionalism.
• Excellent ability to multi-task and take on several duties at one time.

Conditions of Employment

Background check, Driver's License and Travel

Completing the Application

Please submit a cover letter, current resume and three professional references by e-mail to : applications@sos.state.co.us

Online applications will not be accepted.

Applications submitted without the required information will be considered incomplete, and will NOT move forward in the selection process.

Early submission of application materials is encouraged. Screening of application materials will begin immediately and continue until the position is filled.

ADAAA Accommodations and Equal Opportunity Employment

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them.

Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. The Colorado Department of State is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Laura Darby or Kathryn Mikeworth, at applications@sos.state.co.us, or call 303-860-6939

Keywords: State of Colorado, Denver , Executive Assistant and Special Projects Manager, Other , Denver, Colorado