EXECUTIVE ASSISTANT - UNCLASSIFIED

Job Summary

The Division of Public and Behavioral Health is seeking an Executive Assistant in their Administration Office, which serves as the executive leadership and coordination hub for the Division. The primary purpose of this office is to provide strategic direction, oversight, and support for all division programs and operations.

Essential Qualifications

• Communicate effectively and professionally, both verbally and in writing
• Manage executive calendars and schedules using Microsoft Outlook
• Cope with multiple high-priority assignments simultaneously in a fast-paced environment
• Exercise independent judgment and sound decision-making
• Build collaborative relationships across diverse stakeholder groups
• Anticipate needs and proactively address challenges
• Prepare professional reports, presentations, and executive communications
• Organize complex information and coordinate competing priorities

Job Duties

• Executive Support and Office Management
• Manage the Administrator's complex calendar, including scheduling meetings, appointments, travel, conferences, and events
• Prioritize requests for the Administrator's time and ensure alignment with Division priorities
• Coordinate daily operations of the Office of the Administrator
• Monitor and manage executive correspondence, requests, and inquiries
• Prepare agendas, meeting materials, briefing documents, and background information for meetings and events
• Track assignments, commitments, and follow-up actions on behalf of the Administrator
• Strategic Coordination and Project Management
• Aid in coordinating Division-wide strategic initiatives, special projects, and executive priorities
• Monitor project timelines and deliverables and provide status updates to the Administrator
• Facilitate communication and coordination among Division leadership, program managers, and external partners
• Support implementation of organizational priorities, strategic plans, and performance improvement efforts
• Identify and resolve administrative and operational issues requiring executive attention
• Communications and Correspondence
• Draft, review, edit, and coordinate executive correspondence, reports, presentations, talking points, and announcements
• Ensure communications reflect the Administrator's priorities and maintain consistency with Division messaging
• Coordinate responses to inquiries from stakeholders, elected officials, government agencies, and the public
• Aid in preparation of materials for legislative hearings, executive meetings, and stakeholder engagements
• Stakeholder and Partner Relations
• Serve as a liaison between the Administrator and internal and external stakeholders
• Coordinate meetings and communications with local health authorities, tribal governments, healthcare organizations, community partners, advocacy groups, and federal agencies
• Support stakeholder engagement activities and partnership-building efforts
• Meeting and Event Coordination
• Organize and coordinate executive meetings, leadership team meetings, advisory committees, and special events
• Prepare meeting agendas, distribute materials, record decisions, and monitor follow-up actions
• Cook up logistics for conferences, site visits, public meetings, and stakeholder events
• Aid in support of accreditation site visits, strategic planning sessions, and other high-profile Division activities
• Legislative and Government Affairs Support
• Aid in tracking legislative issues, bill requests, and policy initiatives affecting the Division
• Cook up legislative briefings, hearings, and responses to information requests
• Aid in preparation of testimony, briefing materials, and reports for executive leadership
• Maintain awareness of state and federal policy developments relevant to public health and behavioral health
• Confidential and Sensitive Information Management
• Handle confidential personnel, legal, financial, policy, and operational information with discretion
• Ensure compliance with applicable records management, privacy, and confidentiality requirements
• Exercise sound judgment in determining when issues should be elevated to the Administrator
• Accreditation, Quality Improvement, and Organizational Initiatives
• Aid in support of Public Health Accreditation Board (PHAB) accreditation activities and related documentation efforts
• Aid in coordination of quality improvement, performance management, and strategic planning initiatives
• Track progress on organizational goals and executive action items
• Aid in support of development and implementation of Division-wide policies and procedures
• Administrative and Operational Support
• Coordinate travel arrangements, expense reports, purchasing requests, and administrative documentation
• Maintain official records, correspondence files, and executive documents
• Manage office workflows and administrative processes to improve efficiency
• Provide support for recruitment activities, onboarding, and special personnel initiatives as assigned
• Emergency Preparedness and Response Support
• Aid in support of executive leadership during public health emergencies and incident response activities
• Aid in coordination of emergency meetings, communications, and logistical support
• Maintain readiness to support emergency operations outside of normal business hours when necessary

Knowledge, Skills, and Abilities

• Manage multiple high-priority assignments simultaneously in a fast-paced environment
• Exercise independent judgment and sound decision-making
• Communicate effectively with executive leadership, elected officials, staff, and community partners
• Build collaborative relationships across diverse stakeholder groups
• Anticipate needs and proactively address challenges
• Prepare professional reports, presentations, and executive communications
• Organize complex information and coordinate competing priorities

Recruiter Contact Information

Jennifer Kauble - jenniferkauble@admin.nv.gov