Executive Assistant

Executive Assistant

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This announcement is not governed by the selection processes of the classified personnel system

Position Description

Under general supervision, the Executive Assistant serves as executive assistant to the Executive Director and Deputy Executive Director and acts in the role of executive assistant to the Colorado Commission on Higher Education (CCHE) given the Department provides administrative and logistical support to the CCHE.

Supervision Exercised

This position supervises one (1) employee: one (1) Office Assistant.

Scope of Responsibilities

This advanced, entry level position is responsible for independently performing specialized duties in support of the Department of Higher Education's Executive Team. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures, practices and policies of the work unit.

Job Duties

The duties listed below reflect the different types of work that may be performed. The omission of any specific duty will not prevent the assignment of work that is appropriately related to this position.

• Assure the smooth operation of the Executive Director's office
• Manage the Executive Directors' calendar, vetting all inquiries, invitations, requests
• Schedule meetings, understanding priorities, recurring meetings, and resolving conflicts
• Schedule conference/virtual calls and conference rooms, understanding priorities, recurring calls, and resolving conflicts
• Arrange travel, documenting all details, maintaining confirmations, and handling cancellations
• Take telephone messages, relaying information and responding to inquiries in a timely manner
• Provide clerical assistance/finalize correspondence from the Executive Director and Deputy Executive Director
• Handle confidential assignments as requested
• Assist with internal and external event planning as requested by Department senior staff
• Respond to general higher education inquires, questions and concerns
• Assist Department Senior Staff Members with calendar scheduling
• Serve as fire warden for Department office suite, including attending Fire Warden Training
• Oversee work of Office Assistant to include distribution of supplies as ordered, mail and package delivery/distribution, office maintenance needs (i.e. temperature control, necessary repairs, etc.), printer/copier maintenance and service calls
• Serve as backup point of contact (after Office Assistant) with building management, including submitting work requests directly or via phone or email
• Work with the Department's Morale and Employee Engagement Team (MEET) to facilitate special events and projects on an as-needed basis, including primary responsibility for coordination of annual staff appreciation event
• Plan and manage department-wide events including venue reservations, catering orders, speaker/presenter requests, invitations, RSVP management, program timing, invoice review and payment of expenses through proper channels
• Plan and manage all CCHE meetings and events including monthly meetings, special meetings, annual retreat, catering orders, speaker/presenter requests, staff presentation needs, recording and transcription of proceedings, agenda timing, invoice review, per diem requests, parking voucher requests, compiling meeting minutes, posting of public notices, website content management, and payment of expenses as appropriate

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Qualifications Education and Experience

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

High school diploma or equivalent

Experience:

Three (3) plus years of experience as an Executive Assistant or in a related position

Licenses and

Certifications:

• Valid Colorado driver's license and compliance with all requirements for driving a state vehicle are required throughout the term of employment

Knowledge of:

• Advanced office practices, procedures, software and equipment, including…