What are the responsibilities and job description for the Executive Assistant and Special Projects Manager position at State of Colorado Job Opportunities?
Department Information
Colorado Department of State
The Colorado Secretary of State’s office seeks applications from highly qualified candidates for the position of Executive Assistant and Special Projects Manager.
SERVICE. INNOVATION. INTEGRITY. EXCELLENCE. INCLUSION.
Are you looking for a career that allows you to improve your world and the world around you? The Colorado Department of State (CDOS) is seeking diverse individuals from all backgrounds to apply for a position that makes a direct impact on enhancing the lives of Coloradans.
If your goal is to build a career that makes a difference through the work you do each day, consider joining the dedicated employees of the Colorado Department of State. Whether working from your home or collaborating onsite, your professional experience will be connected and meaningful. Our office offers an RTD Eco-pass (currently free of charge) and is conveniently located near Civic Center Station, RTD light-rail lines, and the 16th Street Mall. In addition to a great location and fulfilling, impactful work, we offer:
- Employee wellness programs and an on-site fitness center
- 12 paid holidays per year plus generous personal time off and sick leave
- Access to a diverse array of technical, leadership and supervisory training opportunities
- Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
- Medical and dental health plans
- Paid life insurance
- Automatic short-term (and optional long-term) disability coverage
- Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation
Important Note - this position:
- Will have the option to work a hybrid work schedule with a combination of in-office workdays and remote work.
- Is a full-time position, Monday-Friday, and sometimes requires long hours and weekend work.
Our Culture & Environment:
Coloradans come from all walks of life and so do we.
Who We Are
Our mission is to make government easy and accessible for people to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do.
What We Believe
The State of Colorado is an Equal Opportunity Employer. At the Colorado Department of State, we are dedicated to equity, diversity, and inclusion. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We highly encourage people from all backgrounds, identities, and abilities to apply.
Our agency website: Colorado Secretary of State's Office
Description of Job
DESCRIPTION OF JOB:
In this role, you will be a valued member of the Secretary of State’s executive team, and will assist the Secretary of State in administrative matters and duties. This is a high-level assistant, that is expected to exercise appropriate discretion and independent judgment with respect to the Secretary’s business and objectives.
The ideal candidate will be a results-driven individual with strong interpersonal and collaboration skills. To succeed in this role, it is important that you have strong problem-solving and analytical skills, work well in a high-pressure environment, are able to adjust priorities as needed, display a commitment to discretion and confidentiality, and are dedicated to advancing a diverse and inclusive perspective.
Illustration of some of your duties:
- Maintains the Secretary of State's calendar, exercising discretion and confidentiality.
- Coordinates appointments, meetings, speaking engagements, interviews, and other events for the Secretary of State.
- Makes decisions regarding the appropriate time, place, and other logistics for all meetings and engagements that include the Secretary.
- Uses judgment to make arrangements for meetings, travel, lodging and equipment needs for the Secretary of State, with minimal oversight.
- Completes and verifies travel reimbursement documents, official functions forms, and other documents for the Secretary of State with minimal supervision.
- Responds to general administration mail and e-mail inquiries.
- Exercises independent judgment in responding to questions regarding overall Secretary of State Office functions, areas of authority and jurisdiction.
- Uses discretion and independent judgment in responding to complaints, compliments, or questions from customers either by mail, e-mail, in person, or over the phone.
- Maintains the Secretary’s contacts and correspondence with confidentiality.
- Handles confidential matters with discretion for the Secretary.
- Serves as the records liaison with State Archives.
- Accepts signed bills from the Governor's office and maintains a log and files documents.
- Signs all documents (both internal and external) that require auto pen signature on behalf of the Secretary of State.
- Will work independently at times, manage tight schedules, and handle multiple tasks, short and long term, simultaneously.
- Maintains professional and technical knowledge by attending education workshops, reviewing professional publications, establishing personal networks, participating in professional societies, and attending trainings and workshops sponsored by the Secretary of State’s office.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications:
Bachelor’s degree from a recognized institution of higher education, or comparable professional experience.
AND
Three (3) years for professional work-related experience in:
- Scheduling and coordinating meetings and travel
- Completing high-level administrative tasks
- Experience as an executive assistant or in a similar role, supporting elected officials, or senior-level government officials
Required Competencies
- Strong problem-solving, analytical, and synthesizing skills
- Strong interpersonal skills and the ability to build relationships with a diverse array of stakeholders
- Strong organizational skills with excellent attention to detail
- Ability to work both collaboratively and independently in a high-pressure environment
- Proven ability to handle confidential information with discretion
- Strong decision-making capabilities and ability to exercise independent judgment
CONDITIONS OF EMPLOYMENT:
- This position will be required to successfully pass a background check.
- This position requires some travel as requested. (Some travel is outside the local area and overnight)
Supplemental Information
Supplemental Information:
Completing the Application
- Please submit a current resume and three professional references by e-mail to: applications@coloradosos.gov
- Applications submitted without the required information will be considered incomplete and will NOT move forward in the selection process.
- Early submission of application materials is encouraged. Screening of application materials will begin immediately and continue until the position is filled.
Notifications:
ADAAA Accommodations and Equal Opportunity Employment
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
The Department of State is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Laura Darby, at Laura.S.Darby@coloradosos.gov or call (303) 894-2200 ext. 6113 or Kathryn Mikeworth, at Kathryn.Mikeworth@coloradosos.gov or call (303) 894-2200 ext. 6312.
E-verify
The Department of State participates in E-Verify in accordance with the program’s Right to Work for all newly-hired employees. Employees are queried through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify identity and employment eligibility. You may complete section 1 of the I-9 form upon your acceptance of a job offer letter, but no later than your first day of employment and in addition, on your first day, but no later than the third day, you will be required to submit original documents to verify your eligibility to work in the U.S. Learn more about E-Verify, including your rights and responsibilities at http://dhs.gov/e-verify .
