Executive Assistant

7 days ago

Helena, United States State of Montana Full time
Executive Assistant - Housing MT-(24143104)

About the Department

The Department of Commerce aims to make sure Montana is the best place to work, live and play. We work alongside private industry and local organizations to create jobs, grow businesses, develop affordable housing and improve community infrastructure.

(You can learn more about us .)

About this Position

Montana Housing strengthens our vibrant communities by supporting access to safe, affordable and sustainable homes for Montanans whose housing needs are not met by the market. Montana Housing assists with buying a home, down payment assistance, mortgage servicing, Reverse Annuity Mortgages, rental housing assistance and multifamily rental development.

The Montana Housing Division Executive Assistant directly supports the Montana Housing Executive Director on a variety of tasks, including but not limited to:

·Preparing documents for Executive Director’s signature, ensuring notary blocks are complete and executed documents are routed to appropriate parties via email, FedEx and other delivery methods.

·Coordinating Outlook calendar and meeting schedule.

·Completing all travel arrangements, including flights, hotel accommodations, and preparing travel itineraries.

·Assisting with Outlook email management, including monitoring email inbox while Executive Director is traveling and/or on vacation, overall organization and archiving for record retention purposes.

The Executive Assistant also directly supports the Montana Board of Housing Board of Directors, a seven-member Board appointed by the Governor and confirmed by the State Senate. Duties include but are not limited to:

·Lead on all hotel logistics for in-person Board meetings, including hotel room and conference space contracts and hotel banquet orders or other catering arrangements.

·Lead on all Board member correspondence including hotel reservations, per diem payment processing and reimbursement of Board member expenses.

·Compile Board meeting packets in Adobe Pro, posting Board meeting materials to website, distributing materials to Board members and partners and otherwise ensure State of Montana open meeting law requirements for public meetings are met.

·Lead on other logistics, including running hybrid meetings using Microsoft Teams and Zoom and coordinating audio visual with the Division Operations Manager and Director’s Office Communications Team.

·Prepare all Board meeting minutes, written and audio, for Board approval and posting to website.

Finally, the Executive Assistant supports the broader Montana Housing Senior Leadership team, including but not limited to:

·Division lead for DocuSign routing for electronic signatures.

·Division lead for GovDelivery notices, including receipt of draft contact from Program Managers and Supervisors and coordinating Division leadership and Commerce Director’s Office Communication team approvals.

·Supporting the Executive/Operations team with other conference and event planning, including the annual Montana Housing Partnership Conference.

·Assisting Division Program Managers and Supervisors to schedule larger stakeholder meetings necessitating use of SurveyMonkey or similar tools.

·Supporing other special projects, including conducting research on existing or emergency topics, as directed by the Executive Director.

This position is open until filled; with a first review date of 12/4/2024.

What are we looking for?

Education and Experience:

·A High School diploma or General Educational Development (GED) certification.

·Applicable business/technical writing experience, including taking detailed meeting minutes and drafting formal business letters and emails for professional audiences and the general public; or

·Alternate combinations of education and experience will be considered on a case-by-case basis.

·(It would pique our interest if you had extensive customer service experience interacting with members of the general public)

Competencies:

Microsoft Office suite including Work, Excel, Outlook, Teams, Microsoft Forms and Powerpoint; Adobe Acrobat and Adobe Pro; Familiarity with meeting scheduling tools, website systems and ServiceNow preferred Provide technical support and clear business writing skills complex division procedures and documents

·Maintain high level of professionalism with internal and external customers;

·Manage schedules with frequently changing deadlines and meeting requests;

·Maintain high level of confidentiality and trust, given access to sensitive information;…

·Work collaboratively with all Montana Housing Division business units and the Commerce Director’s Office;

·Take initiative and be responsive to evolving business needs;

·Stay calm and work effectively in a fast-paced environment with frequently changing priorities.

· Ensure compliance with state records retention policies.

How to apply

Apply online by submitting your  resume. 

Benefits

·Look to see the additional benefitsThey include:

oWork/life Balance

oHealth Coverage

oRetirement plans

oPaid Vacation and Sick Leave and Holidays

oAnd more…

· Public Service Loan Forgiveness (PSLF) – Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.Look to learn more and see if you may qualify

Other important information to be aware of

·This position requires the successful completion of a criminal background check.

·Only online applications are accepted.By applying online, you can receive updates and monitor the status of your application.

·If you fail to upload the requested application documents and/or preference documents, we will notify you via email. Failure to upload these documents after notification will result in your application being removed from consideration.

· This position allows for a hybrid work schedule from a remote location within the State of Montana. Weekly travel to Helena offices will be required. Specific conditions will be outlined as part of the job offer and must adhere to state policy. New Employees may be required to complete training in person before hybrid work schedules begin.

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