Executive Assistant Jobs

This is a non-merit position with the Iowa Department of Transportation . Candidates must follow the instructions in the "To Apply" section.

Positions in this class are exempt from the screening and referral requirements of the Iowa Department of Administrative Services - Human Resources Enterprise.

Job Posting – Executive Assistant to the Director and Chief Operating Officer

This position serves as the executive assistant to the Director of the Department of Transportation and the Transportation Chief Operating Officer (COO) for initiatives and concerns involving the Iowa Department of Transportation (DOT). The position reports directly to and serves at the will of the Department Director. This position is at-will employment.

The ideal candidate will be able to exercise good judgment, work well in a team environment, and deal with challenging situations. They will be able to exercise discretion, have patience and good customer service skills. It is also important this person treats others with dignity and respect, is always looking to improve on the status quo, and has a desire to learn new things. The ideal candidate will actively support and demonstrate our core values of Safety First, People Matter, Customer Focused, Servant Leadership, and Integrity Without Exception through their every action and interaction within this role. If this describes you, keep reading.

Day-to-day Responsibilities Will Include

• Coordinating communication to staff and key stakeholders.
• Reviews, prepares and organizes information/materials for the Director or COO to use in upcoming activities, meetings and/or presentations.
• Planning, organizing and managing special departmental projects.
• Coordinating work efforts with the Division Directors and/or designees in completing various departmental activities as directed.
• Collaborating with departmental management to prepare and maintain the agency’s strategic plan and identifying, prioritizing and tracking key projects and programs, including key deliverables, milestones, and delivery dates to ensure that key projects and programs are timely implemented.
• Interacts with the Division Directors, other internal staff, Governor's Office, legislators, Congressional delegation, industry representatives, other state agencies, and the general public to set up appointments for the Director/COO and make revisions to the schedule as priorities change.
• Keep the Director/COO’s calendar updated.
• Maintaining alignment of strategic elements with legislative authority, internal policy and resources, and public resources.
• Prepares a detailed travel itinerary as needed.
• Organize meetings and conferences as needed.
• Providing instructions, researching information, and obtaining feedback on the Director's behalf.
• Coordinates responses to customer complaints/inquiries to the Director from various customers, such as the Governor's Office, legislators, Congressional delegation, other state agencies, industry representatives, the general public, etc.

Other duties include but are not limited to: Participating in special projects which involve the Director or COO’s level of review and participation, as assigned, and serving as backup for the duties of the Commission Secretary due to an absence. Along with the responsibilities of this role, we also want to share the benefits of what we, as a department, offer to you, as an employee:

• Family: $180/mo. employee share; $1,624.00/mo. state share
• Paid time off?effective immediately - Biweekly vacation, separate sick leave, accruals rollover on a yearly basis, and 9 paid holidays per year
• Iowa Public Employee Retirement System (IPERS) Retirement Package with employer match?
• A total of eight years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
• Insurance benefits start first of the month following 30 days of employment - Monthly insurance premium (Iowa Choice*):
• Current, continuous experience in the state executive branch that includes twelve months of full-time work as an Executive Officer 1 or comparable specific management-level position.
• Employee Discount Programs from variety of vendors (vision, cellular, fitness, recreation, season passes, travel, counseling; legal, financial)
• Graduation from an accredited four-year college or university with a degree in any field, and experience equal to four years of full-time professional-level work in program administration, program development, program operations, or management.
• Optional 401A plan with employer contributions
• Single: $54/mo. employee share; $715/mo. state share
• *Other insurance options available. Please review? HERE ? (Download PDF reader)
• All of the following (a, b, and c): a. Two years of full-time professional-level work experience in program administration, program development, program operations, or management; and b. A total of four years of education and full-time experience (as described in part a), where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience; and c. A total of two years of graduate-level education and full-time experience (as described in part a), where twenty-four semester hours of accredited graduate college or university course work in a public-service-related area (e.g., public or business administration, social work, public health, law, education, engineering) equals one year of full-time experience. Graduation from the Iowa Certified Public Manager Program is also equivalent to one year of full-time experience or education.
• Opportunities for professional growth and development?
• Competitive pay and benefits package including health, dental, flexible spending, and life insurance?