Executive Assistant

Kennebec County Executive

We are looking for a highly motivated individual that possess, integrity, and hands on experience in the role of Executive Assistant. Join a team of highly skilled and committed employees while serving our community.

Office hours are 8:00am to 4:00pm Monday through Friday (flexibility available). In person position, office location is 125 State St, Augusta, ME. Some travel may be required.

PAY:

• $55,000 to $65,000 annually, depending on experience - Salaried FLSA exempt position

BENEFITS:

• Health & Life Insurance.
• Retirement Plan Options.
• Paid time off (Sick & Vacation).
• Available: Dental, Vision, Income Protection.

JOB PURPOSE:

Serve as the primary point of contact for constituencies on all matters pertaining to Kennebec County. Be the liaison to the County Administrator, Commissioners, and a support role to Department Heads as needed. The Executive Assistant will organize and coordinate outreach, external relations efforts, and oversee special projects as assigned.

GENERAL EXPECTATIONS:

• Be committed to the mission of the County.
• Work as a member of a team in the performance of duties.
• Be punctual with scheduled work and use time appropriately.
• Work in harmonious relationships with all county staff and community.
• Perform duties in a conscientious, cooperative manner.
• Perform required amount of work in a timely fashion with a minimum of errors.
• Be neat and maintain a professional appearance.
• Possess a valid Driver’s license.
• To understand and work within Kennebec County Government Policies and Procedures.
• To work collaboratively as a member of a team with various groups of staff depending on the issue addressed.
• To accept shared responsibility with other team members to successfully accomplish the goal of each team, which he or she is a member.
• Maintain confidence and protect County by keeping information concerning clients and County Operations confidential.

POSITION SUMMARY:

Completes a broad variety of administrative tasks for the Administrator and Commissioners including:

• Manage an extremely active calendar(s) of appointments.
• Create/ track commissioner meeting agendas, minutes; record and draft creation.
• Manage Freedom of Information requests, catalogue, track correspondence and responses.
• Compose and prepare confidential correspondence; arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
• Plan, coordinate and ensure the Administrator’s schedule is followed and respected.
• Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Administrator’s and Commissioner’s time and office.
• Communicate directly, and on behalf of the Administrator, when directed, with the Commissioners, the citizenry of Kennebec County, vendors, county personnel and others, on matters related to County Administration.
• Research, prioritize, and follow up on issues and concerns addressed to the Administrator, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the Administrator and internal departments; demonstrate leadership in maintaining credibility, trust and support with senior management staff.
• Work closely and effectively with the Administrator to keep him/her well informed of upcoming commitments and responsibilities, follow up appropriately. The Executive Assistant acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Administrator updated.
• Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Administrator, some of which may have organizational impact.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Administrator's ability to effectively lead the County.
• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

REQUIRED COMPETENCIES:

• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Commissioners, external partners and the citizenry.
• Expert level written and verbal communication skills.
• Has and uses proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrates ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Ability to write clearly and effectively.

EDUCATION AND EXPERIENCE:

• Bachelor's degree and/or equivalent required.
• Strong work tenure: 3 years of experience in executive level support, preferably in a governmental organization.
• Experience and interest in internal and external communications, a team driven environment, and constituent support.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is required to stand, walk, and use hands to finger a standard keyboard and telephone, and handle and file written documents.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

TO APPLY:

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.