Executive Management Assistant - DOPL

Description

Executive Management Assistant 

Applications will be accepted through 4:59 PM MST on the posting end date. 

About the Agency: The Division of Professional and Occupational Licenses (DOPL) provides consumer protection and public safety through its regulation of more than 204,000 licensees within more than 45 Boards and Commissions here in the great State of Idaho.

We are committed to fostering a positive work environment rooted in our core values of quality customer service, fair regulation, integrity, and respect.

To learn more about the DOPL, please visit our website at: dopl.idaho.gov

About the Position: The Executive Management Assistant plays a crucial role in supporting the Division Administrator while overseeing a broad range of division-wide responsibilities. This role involves managing complex scheduling, organizing communications, and ensuring timely and accurate information flow. The Executive Assistant will engage with staff at all levels, board members, representatives from the Governor's Office, and other key government officials, requiring strong public relations and liaison skills.

This position also leads a team of Management Assistants, manages facilities across the Division, and handles a variety of high-level administrative duties. As the primary point of contact for internal and external matters, the Executive Assistant must manage sensitive, confidential, and/or political issues with discretion and professionalism. Duties will encompass managing calendars, handling emails, coordinating travel plans, organizing all-staff events, and composing correspondence on behalf of the Administrator and the Division.

BEST RETIREMENT AVAILABLE IN THE NATION! 

We have one of the Nation's best state retirement systems(PERSI) that offers a lifetime benefit. 

EXCELLENT BENEFITS!

• Generous vacation and sick leave accrual beginning as soon as you start 
• 11 paid holidays per year 
• Excellent medical, dental, and vision insurance - employee-only coverage for PPO $65/month for medical and vision & $11.00/month for dental 
• Paid parental leave
• Multiple savings plans, optional 401K, and optional 457
• Basic life insurance for employee and family 
• Wellness programs 
• Ongoing training opportunities 
• An opportunity for student loan forgiveness
• And more!

Example of Duties:

• Manage the Administrator’s calendar to optimize efficiency and productivity
• Coordinate and schedule meetings, activities, and events
• Make travel arrangements and completes necessary travel documentation for the executive leadership team
• Plan and implement special projects as assigned
• Resolve complex problems or issues
• Interpret, apply, and implement policies and procedures as well as Idaho Code
• Provides technical writing support for Executive Staff (e.g., proofread documents for grammar and format as well as content)
• Send communications to internal customers on behalf of Executive Staff
• Screen management calls, inquiries, problems, and issues for importance and determine priorities and appropriate course of action

Minimum Qualifications:

Experience:

• Interpreting and applying policies and procedures
• Planning, organizing, implementing, and evaluating special projects
• Independently researching, compiling, developing, and summarizing material for reports on a frequent or recurring basis
• Analyzing information, identifying problems, defining alternatives, and developing recommendations for management/administrators

Minimum Qualification Specialties:
Good knowledge of: computer applications; planning and scheduling techniques for a Chief Executive Officer, President, Vice President, or another executive officer of a company or organization.

Experience: coordinating events; composing official correspondence, reports, research papers, and other complex documents; and handling sensitive or confidential matters.

Preferred Qualifications:

• Advanced knowledge of Microsoft Office Suite applications, specifically Outlook and SharePoint
• Experience participating as an active member of specialty committees, teams, and work groups
• Highly detail-oriented, ensuring accuracy and thoroughness in all aspects of work
• Proven ability to complete complex and/or time-sensitive tasks with little to no guidance

EEO/ADA/Veteran:

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email [email protected].

Preference may be given to veterans who qualify under state and federal laws and regulations.