Job Details

Executive Assistant

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer, senior administrators, and professional staff within the Innovation Division. This position requires professionalism, discretion, independent judgment, and initiative in managing both routine and complex assignments.

Job Duties:

• Serve as liaison for the Chief Executive Officer, coordinating communication and compiling confidential reports for executive meetings.
• Manage calendars, screen calls, coordinate travel arrangements, and prepare related expense documentation.
• Assist in preparing and processing contracts, amendments, and invoices; act as the primary procurement officer for the office, ensuring proper documentation and reconciliation in the Works system.
• Provide information and assistance to callers, visitors, and government officials; support marketing and outreach to targeted industries regarding state incentive programs.
• Organize meetings and events, prepare agendas, take minutes, and coordinate logistics for large gatherings.
• Serve as point of contact between the CIO, Innovation teams, and other departmental divisions, tracking and following up on projects and action items.
• Maintain organized filing systems, databases, and correspondence records; manage mail distribution and package delivery for domestic and international contacts.
• Assist with research, report preparation, and presentation materials; support special projects and other duties as assigned.

Work Experience:

• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Focusing on Customers: The ability to serve the needs of those who support and/or rely on the services provided.
• Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.

Minimum Qualifications

Five years of experience in administrative services.

Experience Substitution:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience. The maximum substitution allowed is 120 hours, which substitutes for a maximum of four years of experience.