Executive Assistant Jobs

Job Location: The Family Support Division (FSD) is seeking a highly motivated individual to serve as an Executive Assistant with its Director’s Office in Jefferson City. This executive-level administrative professional position will use specialized support service functions to assist divisional leadership with priority activities, primarily those directly involving the FSD Director and central office.
The person in this position must possess excellent written & interpersonal communication skills, a mindfulness regarding data stewardship, and an earnest ambition to help Missourians to secure & sustain healthy, safe, & productive lives.
What you’ll do: This is senior-level administrative work involving a high degree of independent judgment, decisions and action. Duties include, but are not limited to:

• Representing FSD as the lead or secondary point-of-contact over domains, projects, and groups, incl. Timekeeping, Fiscal Notes, directories, volunteer organizations of Central Office, and Administrative Professionals Advisory Council as assigned;
• Managing calendars, travel arrangements, coordinating resources, and likewise guiding agency programs and leaders to successfully carry out daily tasks and big picture initiatives;
• Pursuing a comprehensive knowledge and ability to serve as a resource regarding critical administrative and program-based systems and software relevant to the agency;
• Directly addressing problems for clients, vendors, the public, and entry-to-executive- level staff, ensuring that all matters are either resolved or reach the appropriate parties;
• Placing orders, processing invoices, coding requests, organizing documents, renewing agreements, and auditing inventories for the FSD Director's Office and beyond;
• Learning, staying apprised of, and outlining plans re: central office support staff processes that would need to be attended to in the event of an absence or change in workload;
• Helping staff with the scheduling and resource creation and coordination for meetings, video-conferences, trainings, and other events;
• Establishing contracts, implementing plans, facilitating travel arrangements, and overseeing the creation of materials for conferences, retreats, and other significant events;
• Developing the awareness of divisional operations, policies, and procedures necessary to be independently mindful of FSD’s general and program-specific interests and priorities.
• Taking primary FSD Director’s Office role re: business management activities and support service functions, potential cardholder, supervisory, and other special assignments;
• Researching, resolving, and following up on outstanding issues, and compiling pertinent information into easily-digestible reports, spreadsheets, and databases;
• Following standing procedures to prepare, review, and disseminate clear and accurate memorandums regarding program-specific changes and the Howerton State Office Building, among other division-wide matters and other topics as assigned;
• Performing intermediary tasks as a divisional representative for specific business processes, g. state building access applications and State Printing Center requisitions;
• Assisting with phones, visitors, correspondence (fax, post, email, service of process), and required office and front desk coverage as a core member of the FSD Director's Office team;
• Learning and staying apprised of ongoing matters related to the FSD Director, functioning in a deputy capacity to aid, advise, and act on behalf and in lieu of the Director’s Assistant;
• Producing original audio, video, written, and/or infographic content in furtherance of intra- divisional efforts and in adherence to departmental protocols;

All you need for success: One or more years of clerical support experience as an Administrative Support Assistant with the Missouri Uniform Classification and Pay System; and possession of a high school diploma or GED certificate. OR
Four or more years of office or related clerical experience including one year at the advanced clerical level (comparable to Administrative Support Assistant) or two years above the entry level (comparable to Office Support Assistant); and possession of a high school diploma or GED certificate.
Training from an accredited vocational or business school in Office Management, Secretarial Science, or a closely related area may substitute on a year-for-year basis for the required experience at a rate of 30 earned credit hours, or 480 clock hours, for one year.
(Earned credit hours from an accredited college or university may substitute on a year-for-year basis for the required experience at a rate of 30 earned credit hours for one year.)
Recruitment Area: Accepting applications from all qualified applicants.
More reasons to love this position: The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here .
If you have questions about this position please contact: [email protected]
The State of Missouri is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employee.