Our client located in Lakewood is looking for a top Executive Assistant to join their team for at least 9 months. Please call our office at Phone number blocked - click to apply for an immediate phone interview with our Recruiting Specialist.
Description of Job
The Executive Assistant to the Driver License (DL) Section Director assists the DL Director and other DL leadership in coordinating the activities and responsibilities of the DL Section. Additionally, it manages the DL section''s programs on travel and procurement.
- Coordinates all reporting for the DL Section to include monthly and yearly reports to the Division of Motor Vehicle (DMV) and The Department of Revenue (DOR) leadership.
- Support DL Leadership as necessary on behalf of the DL Director.
- Communicate with outside stakeholders to coordinate scheduling, follow up on requests, and being a point of contact for the DL Director.
- Communicate with other sections, divisions, and departments on shared projects and meetings.
- Work closely with DMV Administration Executive Assistants in coordinating communication and scheduling of Senior Leadership and the DL Section.
- Assists in the management of the DL Director''s calendar and email.
- Review and analyze requests that come through the Director''s Office and use judgment in determining where to assign and issue.
- Prepare agendas, presentations and handouts for DL led meetings; prepare and distribute minutes for all meetings led by the DL Director
- Responsible for creating and managing master schedule for the DL Section to track activities, tasks.
- Follow up to ensure the completion of items on the schedule and escalate as necessary.
- Responsible for managing the procurement card program for the DL Section.
- Responsible for managing both in and out of state travel for the DL Section.
- Track and analyze requests or complaints that come through the Directors office and use judgment determining where to assign.
- Act as entry point to the Driver License Section establishing a professional and inviting domain for employees, Visitors, and citizens of Colorado.
- Work extensively in Google Suite, Microsoft Suite, ASANA, and other software as assigned
- Other duties as assigned by the DL Director.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Candidates shall possess good communications skills (both oral and written) and interpersonal skills, the ability to multi-task, the ability to work responsibly with confidential information, the ability to work in high-stress environments, and the demonstrated ability to assist customers in an effective, efficient, and elegant manner.
Five years of general clerical or administrative experience any combination of which must have included the following:
At least three years of experience supporting executive level management.
Applicants must possess advanced computer skills using MS Office Suite to create documents, reports, spreadsheet, and database. Advanced computer skills includes but is not limited to: search and sort routines, manipulation of data, query management, complex formatting, calculations, data import/export, and database report creation/generation with the ability to sort and track different data needed to produce a wide variety of reports.
The preferred candidate will possess the following:
- Previous state or local government workplace experience
- Previous experience in Legislative Tracking processes
- Experience coordinating/leading committees or other structured events/groups in a professional setting
- Additional years of experience providing administrative support to a department, manager and/or executive.
o Experience providing administrative support to a department, manager and/or executive includes:
- Documenting the minutes of meetings
- Maintaining a department or executive calendar / schedule
- Organizational skills spanning a department, manager and/or executive
- The ideal applicant will possess advanced computer skillsusing MS Office Suite and Google Sheets and Documents to:
o Create documents, reports w/charts & graphs, spreadsheets, and databases
o Advanced computer skills includes but is not limited to:
- search and sort routines
- manipulation of data
- query management
- complex formatting
- data import/export
- Database report creation/generation with the ability to sort and track different data needed to produce a wide variety of reports
- Excellent written communication skills, both verbal and written
CDOR Special Requirements
- All employees must be current with their income tax filings and payments with the State of Colorado. This includes successfully passing a pre-employment evaluation of your tax records/accounts.
- Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence. All job finalists require successful completion of a background investigation and reference check prior to appointment. Background checks may include national criminal, financial, traffic, civil, education, and/or experience checks or any other checks related to the job assignment. Fingerprint background checks and pre-employment drug testing may also be required for some positions.