Executive Assistant - Unclassified

The Division of Public and Behavioral Health is seeking an Executive Assistant in their Administration Office, which serves as the executive leadership and coordination hub for the Division. The primary purpose of this office is to provide strategic direction, oversight, and support for all division programs and operations.

The Executive Assistant provides high-level administrative, strategic, and operational support to the Administrator and the Division’s executive leadership team. This role manages complex executive functions, ensures seamless office operations, and serves as a central coordination point for Division priorities, stakeholder engagement, and organizational initiatives.

The Executive Assistant oversees the Administrator’s dynamic calendar; coordinates meetings, travel, events, and daily office operations; and manages executive correspondence, briefings, and follow-up actions. The position supports Division-wide strategic initiatives by tracking project timelines, monitoring deliverables, and facilitating communication among leadership, program managers, and external partners.

This role drafts, reviews, and coordinates executive communications—including reports, presentations, talking points, and legislative materials—ensuring alignment with the Administrator’s priorities and Division messaging. The Executive Assistant serves as a liaison to internal and external stakeholders, including local health authorities, tribal governments, healthcare organizations, community partners, advocacy groups, and federal agencies.

The position organizes executive meetings, leadership sessions, advisory committees, conferences, and high-profile events, managing agendas, materials, logistics, and follow-up actions. It also supports legislative and government affairs activities by tracking policy issues, coordinating hearings and briefings, and preparing testimony and reports.

The Executive Assistant handles confidential and sensitive information with discretion and ensures compliance with records management, privacy, and confidentiality requirements. The role contributes to accreditation, quality improvement, performance management, and strategic planning efforts, and supports the development of Division-wide policies and procedures.

Additional responsibilities include coordinating travel and purchasing, maintaining official records, supporting recruitment and onboarding activities, and improving administrative workflows. The Executive Assistant also provides critical support during public health emergencies, assisting with emergency communications, logistics, and executive coordination, including outside normal business hours when required.

• Communicate effectively and professionally, both verbally and in writing
• Manage executive calendars and schedules using Microsoft Outlook
• Coordinate and follow-through on projects
• Plan meetings and events
• Prepare executive correspondence and documents
• Coordinate legislative engagement activities
• Manage communication and coordination with internal and external stakeholders
• Proactively solve problems
• Handle all information with confidentiality and discretion
• Manage time and prioritize effectively
• Work in a professional manner
• Use Microsoft Office Suite and collaboration platforms proficiency

The ideal Executive Assistant to the Administrator is a highly organized, strategic, and trusted professional who serves as the primary administrative and operational support to the Administrator and executive leadership team. This individual functions as a key liaison between the Administrator, division leadership, government officials, community partners, and staff, ensuring efficient operations and effective communication across a complex public health and behavioral health organization.

The Executive Assistant to the Administrator provides executive-level administrative, operational, and strategic support. This position manages complex scheduling, coordinates high-priority initiatives, facilitates communication among internal and external stakeholders, prepares executive correspondence and briefing materials, and ensures the efficient operation of the Office…