Executive Assistant 2 - Exec 2

About the Role

The Minnesota Department of Natural Resources (DNR) is seeking an executive assistant to provide advanced-level administrative support functions to the Commissioner's Office. The executive assistant is part of a multi-person administrative support team that provides seamless coverage and support for all members of the Commissioner's Office. The successful candidate for this position will work collaboratively and independently, under limited supervision, in a fast-paced environment to support the commissioner and deputy commissioner in the successful execution of their responsibilities. As part of the Commissioner's Office administrative team, the successful candidate will also support other executives and personnel in the office.

Responsibilities

• Strategic calendar management for the commissioner and deputy commissioner, including screening and prioritizing meeting requests, proactively identifying and resolving scheduling conflicts, and ensuring sufficient executive time.
• Anticipating the need for advance documents, agendas, other materials and travel associated with briefings, meetings, and other events and ensuring those needs are met in a timely manner.
• Tracking review and signature items and their due dates to help ensure timely completion. This includes assessing the readiness of materials for review by the commissioner and deputy commissioner and ensuring timely information flow among members of the Commissioner's Office and between the Commissioner's Office and others within DNR.
• Monitoring the commissioner's voicemail account, including triaging messages and assigning responsibility for responses, and processing daily mail.
• Making travel arrangements and completing expense reports.
• Helping to plan meetings and special events.
• Formatting and proofreading correspondence.
• Contributing to the overall function of the Commissioner's Office through general administrative tasks.
• Representing the Commissioner's Office in communications and interaction with internal staff and external stakeholders.

Minimum Qualifications

• Two years of advanced-level administrative experience providing support to executives, senior managers, or other high-level leaders.
• Advanced interpersonal skills sufficient to interact effectively with all levels of management and staff, work as a member of an effective administrative team, and maintain the highest level of confidentiality.
• Ability to exercise sound judgement and discretion when handling confidential information, sensitive situations, competing priorities, and matters involving executive leadership.
• Experience independently managing challenging and dynamic executive schedules and calendars, including prioritizing competing requests, anticipating and accounting for meeting and event needs in advance, and proactively identifying and resolving scheduling conflicts that may arise on short notice.
• Organizational skills and the ability to track, manage, and follow through multiple projects and assignments of varying size and complexity.
• Demonstrated ability to work independently and as part of a collaborative administrative support team, working flexibly and providing support and coverage to others as needed.
• Ability to evaluate materials to ensure they are ready for review and proactively address materials that are found to be lacking or incomplete.
• Ability to change or adjust course when provided direct feedback.
• Skills in MS Office products sufficient to produce high-quality documents and correspondence, manage workflow and records, and operate in both virtual/remote and in-person work settings.

Preferred Qualifications

• Three years of experience as an executive assistant that includes supporting executives or senior managers.
• Experience providing high-level administrative or executive support within a state agency or other public sector organization.
• Experience working with public agency partners, stakeholders, and members of the public.
• Experience with records management, accounts payable activities, and fiscal control procedures.

Additional Requirements

No driving duties are required. Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations. Candidates must be legally authorized to work in the United States without sponsorship for employment visa status (e.g. H1B status). All candidates must submit to a background check prior to employment. The background check may consist of the following components: Conflict of Interest Review, Criminal History Check, Education Verification, Employment Reference / Records Check, and License / Certification Verification.

Pay & Schedule

• Salary Range: $26.58 - $36.86 hourly; $55,499 - $76,963 annually
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Telework Eligible: Limited (up to one day per week, subject to change based on office needs; telework agreement required if approved)
• Travel Required: No

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well. Your benefits may include:

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
• Fertility care, including IVF
• Diabetes care
• Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being
• Support to help you reach your career goals: Training, classes, and professional development
• Federal Public Service Loan Forgiveness Program (some positions may qualify)
• Employee Assistance Program (EAP) for work/life support, including mental health, relationship challenges, grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

This response is AI-generated, for reference only.