Executive Office Administrator

Executive Office Administrator

This is an appointed position that reports to the Executive Director of the Department of Workforce Services (DWS) and will serve in a close and confidential relationship at the will of the Executive Director. The Executive Office Administrator will research, summarize and present information for assigned DWS projects.

Principal Duties

Provide assistance to the Executive Director, and Deputy Directors in order to meet the needs of the Department, staff, clients / customers and key partners.

Support the Executive Director, and Deputy Directors as needed in meeting preparations.

Ensure timely responsiveness to email and phone communications.

Complete a variety of special projects as assigned by the Executive Director or Deputy Directors.

Track, monitor and follow-up on projects to ensure Executive and / or staff deadlines are met.

Conduct extensive research (using various search engines, internet tools and other resources) and present results in a clear and concise manner.

Evaluate, review and summarize data.

Draft findings, interpret results and make recommendations.

Coordinate between the Executive Team, Management Team, staff, other agencies, work units and organizations.

Support Department meetings as directed by the Executive Director or Deputy Directors.

Serve as the primary administrative liaison with the Governor's Office and Utah Legislature through partnership with the Office of Communications and ensure relationships with the Governor's Office and the Utah Legislature are maintained.

Coordinate Executive Director's calendar, appointments, emails, meetings, travel plans and other activities as delegated. May be asked to provide this same assistance to Deputy Directors.

Organize meetings and conferences - including, but not limited to, the arrangement of facilities, equipment, reservations, speakers, meals and travel.

Prepare speaking points, agendas and minutes.

Attend meetings on behalf of the Executive Leadership.

Enter, transcribe, record, store and maintain information in either written or electronic form.

May supervise, train and / or lead other administrative personnel.

There may be occasional opportunities to telework in this role. There may also be instances of work duties to be performed in early, late evening or weekend hours (e.g., legislative session).

Responsibilities include meeting with the Executive Team to establish and discuss priorities for the day, week, and month. As priorities are identified, this individual will make recommendations and conduct functions to ensure timely completion of these priorities by the Executive Team and other key staff. Taking on assignments to support the Executive Director's Office and also department priorities such as drafting, researching and tracking new administrative policies through to implementation by the department's Senior Leadership Team.

The ideal candidate will be able to maintain confidentiality, exhibit a high level of professionalism, plan, organize and prioritize workload efficiently in order to accomplish tasks and meet deadlines, coordinate projects and ensure timely completion, research, summarize and organize data in a clear and concise manner, and be a skilled communicator, both verbally and in writing. Smoothly pivot between priorities with minimal notice.

We are looking for an individual who enjoys public service, coordinating and collaborating with internal and external partners. This individual should have strong problem-solving skills and enjoy working independently, as well as with a team of senior department leadership. This individual should be a critical thinker, with a desire to represent the department and executive management in a positive and professional manner. Knowledge of government rules, regulations, and legislative processes would be beneficial.

Besides working for a fantastic agency that is dedicated to helping the citizens of Utah, you will receive great health and retirement benefits. Salary is negotiable and will be based on experience, skills, and education. DHRM rules regarding promotions and transfers apply to current state of Utah employees.