Executive Assistant

Job Description:

Executive Assistant

Description

Executive Assistant

Division of Employment Security

Annual Salary Range: $50,000 - $55,000

Location: 421 East Dunklin Street, Jefferson City, MO 65101

Why you will love this position:

We are looking for an enthusiast and team oriented Executive Assistant to perform a variety of administrative support functions for the Division and Deputy Directors. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. To be successful in this role, you should be well-organized, have great time management and written and verbal communication skills.

What you will do :

• Provide sophisticated calendar management for Division and Deputy Directors. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Maintain calendars, schedule meetings, and coordinate travel arrangements. Monitor calendars to prepare for upcoming events, conduct research, handle logistics, and coordinate arrangements for Director’s Office events.
• Act as a liaison and provide support for Executive Staff and Division Events/Meetings/Conferences. Arrange and handle all logistics for executive staff events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials. Assist with external partner meetings and conferences.
• Complete a broad variety of executive tasks that facilitates the Directors ability to effectively lead. Assist with special projects; compiling documents, reports, and presentations; collecting and preparing information for meetings with internal and external parties; composing and preparing correspondence; coordinate required signatures, screen, manage, and respond to phone and email requests in a timely manner; maintaining contact lists; and completing expense and other reports.
• Work closely with the Directors to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place and keeping the directors updated. Anticipate director’s needs in advance of meetings, conferences, etc. Be proactive and anticipate the “what if’s” and problem solve in advance.
• Perform Supervisory duties for front desk staff. Act as the supervisor for front desk administrative staff. Perform all supervisory duties, including scheduling, Engage reviews, and day to day performance monitoring.

All you need for success:

Qualifications:

• 2 years of executive level or personal assistant experience or 2 years of comparable experience in a professional setting

Desired Attributes:

• Expert proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat and web/video conferencing applications.
• Proficient with office equipment and applications.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism dealing with diverse groups.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Flexibility and excellent judgment are essential.
• Ability to switch focus at a moment’s notice.

More reasons to love this position:

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here .

Salary:

50,000-55,000 per Year