Executive Assistant to the Director Location: Harry S Truman Building, 301 W. High, Jefferson City, MOSalary: $70,000 - $80,000 (based on experience) Why You Will Love This Position: This is a great opportunity to work with the Director of Revenue and establish working relationships with high-level executives and contribute to the overall efficiency of the department. The Director is looking for a well-organized Executive Assistant with excellent interpersonal and written communication skills.
- What You Will Do:
Seek to anticipate needs by providing information the Director may need prior to face-to-face or telephone meetings, in a format that allows the director to quickly scan and ask for more information if needed.
Schedule meetings on calendar but first understand calendar preferences of the Director. Know what times of day work best for group meetings and one-on-one meetings. Appropriately block off the calendar when the Director is not available.
Review the calendar several times a day and alert the Director of upcoming meetings and information the Director may need to have at meetings. Communicate with the meeting organizer to verify if there is data the Director needs to review in advance of the meeting.
Organize letters that require the signature of the Director. Obtain the Director’s signature by the required due date.
Maintain files electronically for the Director but be prepared to offer a hard copy if needed for meetings.
Know where to guide the Director to DOR staff that has appropriate knowledge or skills to help the Director with daily tasks.
Manage telephone calls. Know when it is critical to get a call in to the Director and when it is okay to ask for a return call. Ask about the urgency and nature of the call if necessary. Identify yourself by name and title for each call.
Remind Division Director’s or other DOR staff of deadlines of projects assigned to them by the Director.
Provide direction and supervision to a Special Assistant position.
Organize and/or consolidate Division information into Department summary analysis.
Maintain confidentiality for all Director of Revenue communications.
Provide telephone coverage for the entire Director’s Office and provide administrative support to the the Deputy Director.
Proofread correspondence or documents.
Purchase or order inventory items and maintain the Director’s Office budget and monthly spending plans.
Coordinate the Department of Revenue’s Office Procedures Manual (OPM) updates.
Examine time summaries and leave balances.
Notify appropriate person or unit to report office problems or repair needs.
Reserve rooms or equipment for meetings.
Provide computer and phone support to the Director’s Office staff.
Skills and qualifications: At least 2 years of experience working with upper management or executive staff.
Time management and ability to meet deadlines.
Verbal and written communication skills.
Strong organizational skills.
Problem-solving and decision making.
Proactivity and self-direction.
Interpersonal skills.
Proofreading skills.
Proficient in MS Office products with some Excel experience a plus.
The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here .
