Executive Assistant

Are you an exceptional communicator, a master of organization, and thrive in a dynamic, technology-driven environment? If so, we've got an exciting opportunity for you to join our Digital, Strategy, and Technology (DST) department as an Executive Assistant!

As the face of our department, you'll be the first point of contact for visitors, setting the tone for our professional and welcoming atmosphere. Your knack for communication, both verbal and written, will shine as you manage executive communications, including digital signage, announcements, and event planning.

But that's just the beginning. We're looking for a pro who can seamlessly handle schedules, collaborate with executive assistants, directors, and departments across the county, and keep things running smoothly with your impeccable attention to detail.

Your financial acumen will be tested as you manage accounting tasks, including accounts receivable and payable, travel bookings, and vendor invoices. With your mastery of the Microsoft Office Suite, you'll easily tackle tasks, whether creating Excel spreadsheets or crafting professional presentations in PowerPoint.

But wait, there's more! You'll also take charge of supporting DST's technical teams, overseeing agreements, certifications, and user accounts for various platforms. Your role extends to inventory and supplies management, ensuring that our team has everything they need to succeed, from office supplies to SWAG.

This role isn't just about administrative tasks—it's about making a significant impact. You'll have the autonomy to innovate, contribute to our positive culture, and help maintain our department's stellar reputation with customers and staff.

If you're ready to take on a role with immense responsibility, autonomy, and the opportunity to make a significant positive impact, we want to hear from you. Join us at the forefront of technology and strategy as we shape the future together. Apply now, and let's embark on this exciting journey together!

Hiring Range: $54,800.00 - $58,425.06 annually (salary to be commensurate with qualifications)

This position has an anticipated work schedule of Monday – Friday, 7:30am – 4:00pm, subject to change. Under FLSA guidelines, this position is non-exempt.

Please be advised this position may close on or after 04/10/2024 without advance notice, should we receive a sufficient number of qualified applications.

This position is responsible for providing administrative support to the Executive Director and senior managers in El Paso County’s Digital, Strategy, and Technology (DST) Department. Performs a variety of executive administrative duties including managing leadership calendars and access; answers correspondence and assembles highly confidential and sensitive information. Performs primary reception duties; provides exceptional customer service and communication.

Essential Duties/Responsibilities:Responsible for managing the department’s reception functions; provides exceptional communication, organization, and customer service. Answers and screens incoming phone calls and emails; greets visitors, provides information, schedules appointments, manages security and emergency protocols, and maintains a clean and organized workspace. Represents DST values and principles to clients, customers, and other stakeholders. Must handle multiple tasks simultaneously, prioritize effectively, and remain calm and professional under pressure. Organizes and prioritizes high volumes of information requests; responds in a timely manner. Represents the department online and via telephone, addressing questions and concerns with accurate information on a variety of topics, frequently under time constraints. , Develops and designs general business communication including letters, memos, charts, tables, graphs, internal and external signage, meeting minutes, and business plans. Responsible for accuracy and clarity of final copy by proofreading for adherence to agency branding standards. Assists with administration and communication-related policies, procedures, manuals, flyers, and tools.Updates and maintains desktop publishing and website, ensuring content accuracy. Coordinates with IT initiative stakeholders relating to content on intranet and public facing website.Manages special projects, which may require collaboration from many teams. Develops and implements evaluation tools and/or key performance indicators and metrics to measure project success and completion timelines.Performs complex and confidential administrative functions, including scheduling and organizing events, meetings, travel, conferences, and staff trainings; coordinating catered functions; and developing executive correspondence, visual presentations, and content for internal/external audiences to include elected officials.Responsible for purchasing, ordering, and maintaining office supplies. Generates and processes financial documents as needed.Receives mail and deliveries, verifies correct items have been received, and ensures items are not damaged. Processes returns of incorrect or defective items including tracking shipments and confirming delivery to the vendor. Verifies packages pending shipment are properly addressed and ready for pickup.Assists in management of operational tasks including fleet management, general accounting, facilities requests, contractor scheduling, workforce development and certification monitoring, coordination and database management, and security coordination.Performs other duties as required.

Qualifications:Knowledge, Skills, and Abilities:Knowledge and understanding of department and County policies and procedures.Must possess excellent customer service, organizational, planning, and administrative skills. Ability to represent the organization with tact and diplomacy.Must possess a high level of initiative, attention to detail, and strong analytic/critical thinking skills. Skill in developing presentation materials to convey complex program information to various groups with different levels of understanding of the organization's programs and activities.Skill in demonstrating a cooperative, professional attitude to cultivate relationships both within and outside the organization.Skill in Microsoft Word, PowerPoint, Excel, Outlook, Teams, desktop publishing, design/layout, website content management systems, online business platforms and complex database and software systems.Ability to gather and summarize data, find solutions to various administrative problems, and prioritize work for timely completion. Ability to multitask, respond in a flexible manner, and reprioritize as work situations change, using professional judgment.Ability to communicate, motivate, and organize projects among a broad spectrum of personnel frequently under deadline pressure.Exceptional interpersonal communications skills. Ability to communicate effectively, both verbally and in writing, with proper regard for spelling, grammar, and punctuation.Must be honest, truthful, trustworthy and possess a high degree of personal integrity; ability to maintain the security of sensitive and confidential information.Ability to identify results of efforts and problems identified/potential problems and to develop and recommend corrective actions to supervisor.Maintain regular and punctual attendance.Required Education and Experience:High school diploma or equivalent education.Minimum two years of experience in administrative support or office management.Any equivalent combination of related education and work experience that satisfy the requirements of the job will be considered.Preferred Education and Experience:Four years of executive level administrative support experience.Licenses/Certificates:Must possess and maintain a valid driver's license.Pre-Employment Requirements:Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Work Conditions:Duties are primarily performed in an office environment; some travel may be required.