Executive Administrative Assistant

Quantam Solutions provides IT solutions and consulting for various clients. We offer competitive hourly wages, health benefits, paid time off, and a 401(k) plan. We are currently seeking an Executive Administrative Assistant. Candidates must be a United States Citizen and within an hour driving distance of Frankfort, KY.

Administrative Support:

• Full-time remote position (could be some in-person meetings/events), expected to be on camera for meetings.
• Perform biweekly and monthly timekeeping tasks for State employees and contractors.
• Assist Purchasing Agent with travel planning and requests.
• Assist Purchasing Agent with organization and preparation of procurement documents as requested.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Schedule, prepare agendas, and document minutes for committee and departmental meetings.
• Distribute agendas and minutes as required.
• Manage office events and coordinate meetings for executive management, including monthly meetings.
• Track action items from key meetings and ensure follow-up.

Human Resources & Staffing:

• Coordinate contractor hiring with staff augmentation vendors.
• Post and remove available positions on our client’s site as needed.
• Manage our client’s employee hiring processes (infrequent).
• Request necessary access and equipment for hires from the Executive Director.
• Confirm onboarding and offboarding of new IT resources with managers.
• Serve as an evaluation liaison for HR-related correspondence.

Executive Director Initiatives:

• Coordinate initiatives led by the Executive Director.
• Gather and compile information for internal and external agency requests.
• Act as a liaison between the department/office head and other agencies and organizations seeking IT assistance.
• Assist in the preparation of technical presentations and testimony before legislative committees or executive leaders.

Policy & Legislative Monitoring:

• Review all client policies and identify those requiring a client counterpart.
• Collaborate with our client’s management team to define and establish policies.
• Monitor proposed and enacted legislation for impacts on our client and distribute information to Business Managers for client impact assessments.
• Interpret departmental policies for agency employees.

Awards & Recognition:

• Coordinate the development of nominations for IT awards.

Operational Work Planning:

• Reorganize operational plans and track progress throughout the year through engagement of the Information Systems Managers.

Other Duties:

• Perform any other administrative tasks as needed to assist the Executive Director.

Key Skills:

• Proven organizational skills, self-accountable, capable of working remotely, strong communication skills, confident in reaching out to new people to gather information, personable, understands a culture of service to others, eager to help ease the tasks of the Executive Director and Managers.

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Application Question(s):

• Are you comfortable working in a primarily remote position with frequent in-person meetings in Frankfort, KY?
• Have you supported leadership with preparing agendas, tracking action items, or documenting meeting minutes?
• How many years of experience do you have providing executive or administrative support?

Education:

• High school or equivalent (Required)

Work Location: Hybrid remote in Frankfort, KY 40601

Salary : $21 - $24