Executive Assistant

Full Job Description

Position Description

Under general supervision, the Executive Assistant and Office Manager serve as executive assistant to the Executive Director and Deputy Executive Director and acts in the role of executive assistant to the Colorado Commission on Higher Education (CCHE) given the Department provides administrative and logistical support to the CCHE.

Supervision Exercised

This position supervises one (1) employee: one (1) Front Desk Receptionist.

Scope of Responsibilities

This advanced, entry level position is responsible for independently performing specialized duties in support of the Department of Higher Education’s Executive Team.

Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures, practices and policies of the work unit.

Requirements

Job Duties

The duties listed below reflect the different types of work that may be performed. The omission of any specific duty will not prevent the assignment of work that is appropriately related to this position.

• Assure the smooth operation of the Executive Director’s office
• Manage the Executive Directors’ calendar, vetting all inquiries, invitations, requests
• Schedule meetings, understanding priorities, recurring meetings, and resolving conflicts
• Schedule conference/virtual calls, conference rooms and conference call line schedules, understanding priorities, recurring calls, and resolving conflicts
• Arrange travel, documenting all details, maintaining confirmations, and handling cancellations
• Take telephone messages, relaying information and responding to inquiries in a timely manner
• Provide clerical assistance/finalize correspondence from the Executive Director and Deputy Executive Director
• Handle confidential assignments as requested
• Assist with internal and external event planning as requested by Department senior staff
• Develop and maintain front desk staffing schedule
• Respondto general higher education inquires, questions and concerns
• Assist Department senior staff members with calendar scheduling
• Serve as fire warden for Department office suite, including attending Fire Warden Training
• Assist the Receptionist with distribution of supplies as ordered
• Assist staff with all office maintenance needs (i.e. temperature control, necessary repairs, etc.)
• Serve as first point of contact with building management, including submitting work requests directly or via phone or email
• Manage printers/copiers by submitting paper and toner orders and making service call requests as needed for all machines
• Work with the Department’s Morale and Employee Engagement Team (MEET) to facilitate special events and projects on an as-needed basis, including primary responsibility for coordination of annual staff appreciation event
• Plan and manage department-wide events including venue reservations, catering orders, speaker/presenter requests, invitations, RSVP management, program timing, invoice review and payment of expenses through proper channels
• Plan and manage all CCHE meetings and events including monthly meetings, special meetings, annual retreat, catering orders, speaker/presenter requests, staff presentation needs, recording and transcription of proceedings, agenda timing, invoice review, per diem requests, parking voucher requests, compiling meeting minutes, posting of public notices, website content management, and payment of expenses as appropriate.

Qualifications

Qualifications

Education and Experience

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

High school diploma or equivalent

Experience:

Five (5)plus years of experience as an Executive Assistant or in a related position

Licenses and Certifications:

• Valid Colorado driver’s license and compliance with all requirements for driving a state vehicle are required throughout the term of employment

Knowledge of:

• Advanced office practices, procedures, software and equipment, including the use of personal computers, telephones and Microsoft Office. (Excel, Word, Power Point, Outlook, and ZOOM.)
• Data entry and keyboarding

Ability to:

• Serve the needs of a diverse set of stake holders, requiring all levels of service
• Employ attention to technical detail and accuracy
• Apply organizational skills in a fast-paced, rapidly evolving environment
• Apply time management skills to prioritize work
• Communicate effectively, both written and verbally
• Manage sensitive issues and confidential information
• Take the initiative to solve problems in an innovative manner
• Take the initiative to solve problems in an innovative manner

Additional Information

Physical and Mental Standards (Hybrid Setting)

The physical and mental standards described here are representative of those that must typically be met by employees to perform the essential functions of this class successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently sit/stand at a desk for extended periods of time
• Frequently move from one area/building to another and sit/stand during the course of a day/week/month for meetings
• Occasionally may push or pull an object
• Frequently use finger dexterity and operatea keyboard
• Regularly lift 10 pounds and occasionally lift 25 pounds
• Frequently use vision to read documents, view computer screens, and see close and distant objects
• Frequently use speech and hearing to engage in conversation, in person, and over the telephone

If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquires toHR@dhe.state.co.us

Typical Working Conditions

The employee typically works in a standard office environment where the noise level is moderate, and the office has controlled temperatures.

Works a 40-hour work week, either remotely, hybrid, or in-office, depending on the arrangement met during employment with the supervisor during normal office hours of Monday– Friday 8:00 am – 5:00 pm.

Job duties may occasionally require working extended hours or hours outside of the regular schedule.

The position may require periodic in-state and out-of-state travel requiring occasional overnight stays. The position requires the ability to travel independently through the state.

Notice

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position.

They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

The duties, expectations, and actions listed for this role may change at any time with or without notice.

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 Stateof 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 Colorado Department of Higher Education 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 Human Resource Director at HR@dhe.state.co.us or call 720.264.8575.

Notice: The official version of this job description is maintained by the Human Resources Office. This document may not reflect the most current updates in real time.