Executive Assistant

Full Job Description

El Paso County’s Government Affairs Department is seeking a seasoned Executive Assistant to serve as a trusted partner to Executive Leadership operating at the intersection of public policy, elected officials, volunteer boards and community stakeholders.

This high-visibility role requires exceptional judgment, political awareness, and the ability to manage complex priorities in a fast-paced, policy-driven environment.

You will serve as the central hub for executive coordination, managing confidential matters, preparing materials for Board and public meetings, liaising with internal departments and external agencies, and ensuring leadership is fully prepared to advance the County’s legislative and strategic priorities.

If you thrive in environments where precision, discretion, and initiative matter, and you want your work to directly support governmental decision-making, we encourage you to apply.

This position has an anticipated work schedule of Monday – Friday, 8:00 AM and 5:00 PM. Schedule is subject to change.

This position is responsible for providing complex and confidential administrative support to Executive Leadership, such as an Executive Director or Elected Official. Responsible for calendar and correspondence management, compiling documents and preparation for meetings, and event/meeting coordination. Serves as the primary point of contact; screens and prioritizes correspondence. Oversees tasks and projects, prepares meeting summaries, and relays direction from leadership to employees, other departments, and other agencies. Manages administrative support processes and projects for the department. Serves as the senior administrative staff member. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding.

Requirements

• Performs complex and confidential administrative tasks, duties, and projects for Executive Leadership; administers confidential processes and related files.
• Manages the schedule of the Executive Leadership Team, including scheduling and coordinating meetings, appointments, and travel arrangements, requiring coordinating with other staff members and external stakeholders. 
• Manages and prioritizes communications, including responding to emails, phone calls, workplace collaboration software (i.e., Microsoft Teams), etc., from employees and the public. Resolves as many questions and issues as possible before elevating. 
• Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions. Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Provides general administrative support, including preparing and organizing documents, meeting minutes, reports, and presentations for executive meetings, ensuring accuracy and timely delivery.
• Oversees projects and tasks: This may involve assigning tasks to other staff members, tracking progress, and ensuring that projects are completed on time and within budget.
• Ensures, in the absence of Executive Leadership, requests for action and information are furnished to leadership and/or other departments in a timely manner. Identifies and troubleshoots problems; recommends and implements solutions.
• Represents Executive Leadership, as requested, which may involve attending meetings on behalf of the executive, answering questions from the public, and providing support to other staff members.
• Monitors the status of all tasks assigned by Executive Leadership and ensures timely completion of assigned tasks.
• Coordinates meetings and strategic activities with El Paso County staff and external agencies.
• Monitors and evaluates administrative support processes and policies to ensure compliance with department policies and procedures; provides recommendations for improvement and implements solutions.
• Collaborates in the development of Departmental policies and procedures; communicates enhancements and policy and procedure updates with appropriate staff.
• As the senior administrative staff member, may provide mentoring, training, and guidance to administrative staff. 
• Compiles and analyzes data from respective divisions; prepares and disseminates reports as appropriate.
• Prepares resolutions, presentations, and supporting documents for Board of County Commissioners meetings and other public hearings as directed.
• Provides administrative support for boards, commissions, committees, etc.
• Performs other related duties as assigned. 

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.

Supervision Received: Receives direct supervision. This classification normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Frequent direction, guidance, and coaching from supervisor is expected.

Qualifications

Knowledge, Skills & Abilities

• Must possess excellent customer service, organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize.
• Demonstrated strong analytic and critical thinking skills.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint as well as data management systems.
• Ability to exercise discretion, handle sensitive information, and maintain a high level of confidentiality.
• Ability to work independently with minimal supervision and in a team environment.
• Ability to demonstrate sound judgment by taking appropriate action regarding questionable findings or concerns.
• Ability to establish and maintain effective working relationships among internal and external agencies including staff, executive management, elected officials, and the public.
• Ability to communicate effectively, both verbally and in writing, ensuring proper grammar, spelling, and punctuation with strong attention to detail.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to perform all duties and responsibilities in a timely and effective manner to achieve the overall objectives of the position.
• Ability to use standard office equipment including computer, fax machine, copier, and telephone. 
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Four years of administrative support or office management experience, two of which must be at the executive level.

Preferred Education & Experience

• Four years of executive-level administrative support experience.

Licenses/Certificates

• Must possess and maintain a valid driver's license.
• Notary public certification preferred. 

Pre-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Additional Information

Duties are primarily performed in an office environment; some travel may be required. Position may require evening or weekend hours.

The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.