Apply By:07/22/24
Division:Board of County Commissioners Division
Management Level:Individual Contributor
Scheduled Weekly Hours:40
Benefit Eligibility: This position is eligible for Standard Benefits which includes dental, medical, and vision insurance, paid time off and holidays, retirement matching, wellness programs, and tuition reimbursement.
Description:The
Executive Assistant position provides high level support for the Commissioners and Chief of Staff. Reporting directly to the Chief of Staff, this role is responsible for multiple calendar management, meeting and event coordination , and act s as the gatekeeper of all details. Poised and professional with excellent verbal and writ ten communication skill s , the candidate helps outline and prepare correspondence, documents and presentations for meetings . This position also coordinates work tasks, documents, expenditure s , and may respond for internal and external requests for information. This role establishes strong relationships across the county through regular interact ions with the County Managers’ office, Jefferson County Elected and Appointed Officials, key stakeholders, and constituents.
The ideal candidate must have the proven ability to move between diverse tasks with ease and must thrive in a fast paced and dynamic environment with constantly evolving priorities, keeping track of deadlines, prioritizing, and anticipating needs. This person must be proactive , politically minded, polished, and relentlessly detail oriented. The position requires dealing with information of a highly sensitive and confidential nature. Th e Executive Assistant position is an excellent opportunity for the right applicant who is eager to expand, grow and develop in their professional career in government.
Schedule : Due to the nature of the role, this position operates primarily from the office in a 4-day, 10-hour work week, with occasional events or work required outside of the typical day.
Hiring Range: $65 ,000 - $68,000 USD Annually Compensation will be determined based on education, experience, and skills.
Benefits : Jefferson County offers a generous benefits package that supports your personal and professional life. Benefits include medical, dental and vision insurance, paid time off and holidays, retirement matching, wellness programs, tuition reimbursement, flexible schedules, remote work options and more. For more information, c lick Here for our Total Rewards summary.
Essential Duties: - Manage the Commissioners and Chief of Staff’s calendar and schedule. Solve schedule conflicts and ensure the appropriate information/materials are available for meetings and decision making.
- Coordinate travel arrangements.
- Serves as a liaison between the office and other county departments and divisions on administrative matters.
- Coordinates meetings for office. Ensures availability of rooms, equipment, materials, and refreshments.
- Answers telephones and greet visitors. Receives inquiries and provides information on programs and activities of the office. Refers callers to proper officials, routes communication and records, and relays messages for department personnel. Sorts and distributes incoming mail and process outgoing mail.
- Determines and routes messages and requests to the correct Commissioner and Chief of Staff.
- Attends meetings on behalf of office. Serves as recording secretary in meetings.
- Assists with creating meeting content and agenda building.
- Support Chief of Staff in development and day-to-day management of office budget. Processes statements and bills for payment. Prepares purchase requisitions and orders for supplies. Receives and verifies deliveries of supplies. Confirms supply purchases, statements, and invoices are correct and necessary.
- Provides project support and research and works in conjunction with Chief of Staff to provide support materials, agendas and presentations on matters to meet defined policies and priorities.
- Performs duties with discretion and absolute confidentiality.
- Other duties and responsibilities as assigned.
Qualifications: Research shows that women and other underrepresented and historically marginalized groups tend to apply only when they check every box in the posting. If you are reading this and hesitating to click “apply” for that reason, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience.
Minimal Qualifications:
- H igh School Diploma or GED; Bachelor’s degree preferred.
- Plus, a minimum of five years of experience supporting an executive of an organization, or related experience.
- Or an equivalent combination of education & experience.
Preferred Knowledge, Skills and Abilities:
- More than five years of experience supporting multiple senior level executives
- Highly proficient with Microsoft Outlook with the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions
- A sense of urgency and resourceful approach to problem solving in the face of shifting priorities or unanticipated events
- Knowledge of and experience in local government
- Self-starter, i ndependent with strong organizational and critical thinking skillset
- Proactive; Demonstrating initiative, innovation, and resiliency
- Strong oral and written communication skills, interpersonal skills, and high customer service capabilities and delivery
- Proactive, with an ability to apply critical thinking to align with mission and vision of the office and County
- Proven ability to handle confidential information with discretion and a high degree of integrity with a strong ability to maintain confidentiality and behave in an ethical manner
- Strong time management and prioritization skills
- Provide other administrative and technical support as needed
- Computer skills, including the ability to utilize Microsoft Office suite ( i.e. Word, Excel, PowerPoint, Outlook, Teams, SharePoint etc.) and experiment with new software and systems
Additional Job Information:
- Please be prepared to provide references.
- Please note that supplemental questions requiring a written response will serve as a writing sample.
- Offer of employment contingent upon successful completion of criminal history, motor vehicle report, education verification, and/or references.
How to Apply:
Applications will be accepted electronically at Jefferson County Colorado Career Opportunities .
Applicants complete an online form and have the option to provide a resume and detailed cover letter that describes why you are the best candidate for the position. Applications are reviewed for minimum qualifications listed in the qualifications section of the job bulletin, and applicants are contacted directly by the hiring team regarding next steps. To view the status of your application or direct communication from the hiring team, please log into your candidate portal .
For more details on the recruitment process, please visit https://www.jeffco.us/1860/FAQs
Questions:
- County Recruitment Team: 303-271-8400 or CareerTalent@Jeffco.us
- Library Recruitment Team: 303.275.6168 or talent@jeffcolibrary.org
- Sheriff Recruitment Team: 303.271.5332 or sheriff.recruiting@co.jefferson.co.us
Education:GED, High School Diploma
Experience:Work Experience: Minimum five years
Certifications:Languages:Category:Administrative, Business Programs and Services
