Executive Assistant
Job description
Together, we innovate for a stronger Colorado
We believe equity, diversity, and inclusion drive our success, and encourage candidates from all identities, backgrounds, and abilities to apply. We know it's important to support each other, and that means having a healthy balance of work and personal time, and benefits that allow us all to have fulfilling lives.
Watch this video to learn about how OIT is thinking differently!
Some of the day to day duties include the following:
Managing multiple executives’ calendars and schedule meetings as directed.
Managing meeting agendas.
Attending meetings as requested to take notes/minutes.
Acting as proxy for Executive Staff members in requesting, submitting and approving various documents with prior approval by the executives (Kronos, PARs, PPMS, ServiceHub, Perceptive, Customer Service Portal).
Providing travel-related support to the Executive Staff: make flight, hotel, and transportation arrangements, complete conference registrations, and submit reimbursement requests.
Understanding policies and procedures for OIT, other partner agencies, and the State of Colorado in general. Help the executive be aware of these and assist with ensuring the organization is working within these guidelines.
Using networks and resources to help solve problems on a day-to-day basis on behalf of the Executive Staff.
Managing the main OIT phone line and forward calls/voicemails appropriately.
Making purchases with a state P-Card for OIT employees, as assigned.
Maintaining an organized filing system of electronic documents.
Establish and maintain working relationships with support counterparts at all agencies/departments and offices (and executive/senior leadership support staff).
A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While all offers are compliant with the Colorado Equal Pay for Equal Work Act, there is no guarantee an offer will be at the top of the posted range based on the salary analysis.
Minimum Qualifications:
A minimum of two years administrative experience which includes providing dedicated administrative support to one or multiple executive management level professionals for a medium to large sized organization (200+ employees).
The ability to interact with staff at all levels in a fast paced environment, sometimes under pressure. Remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality is crucial to this role.
Expert-level written and verbal communication skills.
Strong decision making ability and attention to detail.
Excellent calendar management skills, including the coordination of complex executive meetings.
Substitutions:
Additional appropriate education will substitute for the required experience on a year-for-year basis, but cannot completely substitute for these qualifications.
Training or Certification related to the work assigned to the position will be assigned credit towards substitution for experience and/or education, but cannot completely substitute for these qualifications.
If the minimum qualifications include a degree requirement, additional appropriate paid or unpaid experience will substitute for the required education on a year-for-year basis.
Preferred Qualifications:
Four or more years experience providing administrative support to multiple executive management level professionals for a medium to large sized organization (500+ employees).
Strong knowledge of Google Business Applications and Microsoft Office.
The ability to multitask, excellent time management skills and professional discretion.
Ability to juggle a wide range of demanding and diverse set of job duties.
Conditions of Employment:
OIT employees must comply with any screening procedures in place at state entity locations where they might be required to perform work.
A pre-employment background check will be conducted as part of the selection process.
Positions supporting some agencies such as the Department of Corrections and the Department of Public Safety will also require a pre-employment drug test.
This position may require travel within the specified geographic area, and to locations across the state as needed.
This position may require on-call duties as needed by the position.
While candidates from out of state will be considered for this role, the candidate selected for the position must relocate and reside in Colorado on the first day of their new position. A reasonable timeframe for relocation will be established on an individual basis, while considering business needs, and determining a start date.
Our application process and what to expect after you apply are described in the videos found here.
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 Governor's Office of Information Technology 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 ADA Coordinator at OIT_HR@state.co.us or call (303) 764-7900.
This posting may be used to fill multiple vacancies based upon business need.
The Governor's Office of Information Technology does NOT offer sponsored Visas for employment purposes.
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