Join the State of Montana Department of Administration's Innovative Team as an Executive Administrative Assistant
Are you a highly organized and technically-savvy administrative professional looking for a challenging and rewarding role? Do you have a passion for supporting senior-level executives and contributing to the success of a dynamic organization? If so, we invite you to apply for the position of Executive Administrative Assistant with the State Information Technology Services Division (SITSD) in Helena, Montana.
About Our Organization and the Role
The State of Montana Department of Administration's SITSD is responsible for providing shared IT services to support the needs of the state and its citizens. As an Executive Administrative Assistant, you will play a critical role in ensuring that our senior-level executives, including the State Chief Information Officer (CIO) and Deputy State CIO, can focus on their most critical tasks. You will be part of a team that is shaping the future of IT in Montana state government.
Our ideal candidate is a master of organizing, prioritizing, and supporting the work of senior-level executives. You will be responsible for managing complex schedules, coordinating meetings, arranging travel, and preparing reports, among other tasks. You will also be expected to be proactive and resourceful in resolving issues and addressing challenges that may arise in the course of your duties.
Key Responsibilities
- Provide high-level administrative support to a team of 7 executives within SITSD, including the State CIO and Deputy State CIO.
- Manage the complex schedules, appointments, and priorities of senior executives, ensuring they can focus on their most critical tasks.
- Coordinate meetings, arrange travel, and complete Procurement Card logs, among other administrative tasks.
- Prepare reports, presentations, and other materials for Legislative Committees and other stakeholders.
- Screen, prioritize, and respond to emails on behalf of senior executives, drafting responses and flagging important messages.
- Coordinate communication channels, such as Microsoft Teams and other messaging platforms, to facilitate effective communication between executives and internal/external stakeholders.
- Maintain a well-organized filing system, creating and updating documentation, and ensuring easy access to information when needed.
- Work closely and collaboratively with other members of the executive team, the innovation and transformation team, and various teams within SITSD.
Essential Qualifications
To be considered for this role, you must have:
- Completed coursework in Business Administration, Information Science, Communications, or a related field.
- A minimum of 4 years' experience as an Executive Assistant, Administrative Assistant, Communications Specialist, or similar role.
- Proficiency in using office productivity software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Microsoft Teams.
- Strong written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.
- Exceptional organizational skills, with the ability to manage complex schedules, appointments, and priorities.
- Attention to detail, with the ability to ensure accuracy and precision in all aspects of your work.
Preferred Qualifications
While not required, the following qualifications are highly desirable:
- Knowledge of agile principles and related methodologies.
- Familiarity with ServiceNow and other relevant technology tools.
- Experience working in a fast-paced, dynamic environment with multiple competing priorities.
Skills and Competencies
To succeed in this role, you will need to possess the following skills and competencies:
- Discretion and confidentiality, with the ability to handle sensitive information and confidential matters.
- Technical competency, with proficiency in using office productivity software and collaboration tools.
- Time management, with the ability to juggle multiple tasks and priorities simultaneously.
- Problem-solving skills, with the ability to anticipate potential problems, troubleshoot technical issues, and find creative solutions.
- Adaptability and flexibility, with the ability to meet the evolving needs of the CIO, executive team, and SITSD.
- Interpersonal skills, with the ability to build rapport with colleagues, stakeholders, and clients.
- Professionalism, with the ability to maintain a professional demeanor and provide excellent customer service.
Career Growth Opportunities and Learning Benefits
As an Executive Administrative Assistant with SITSD, you will have the opportunity to develop your skills and advance your career in a dynamic and innovative organization. You will be exposed to a wide range of IT projects and initiatives, and will have the chance to work with a talented team of professionals.
Work Environment and Company Culture
SITSD is committed to providing a collaborative and inclusive work environment that values diversity and promotes employee well-being. As a remote worker with a hybrid work arrangement, you will have the flexibility to work from home while still being connected to the team and contributing to the organization's success.
Compensation, Perks, and Benefits
We offer a competitive salary and a comprehensive benefits package, including:
- Work/life balance.
- Health coverage.
- Retirement plans.
- Paid vacation and sick leave, and holidays.
- Public Service Loan Forgiveness (PSLF) eligibility.
How to Apply
If you are a motivated and experienced administrative professional looking for a challenging and rewarding role, we encourage you to apply for this exciting opportunity. Please submit your resume and cover letter, including at least one example of a situation where you had to manage multiple competing priorities and deadlines while supporting senior-level executives.
We look forward to hearing from you and exploring how you can contribute to the success of SITSD!
Equal Employment Opportunity
The State of Montana is an equal opportunity employer, committed to diversity and inclusion in the workplace. We welcome applications from qualified candidates of all backgrounds.
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