What are the responsibilities and job description for the Executive Administrative Assistant position at V2 Infra Tech?
Title: Executive Administrative Assistant
Location: Frankfort, KY 40601 (Remote)
Duration: Long-term Indefinite Contract
Visa: USC, GC
Note: Remote with occasional visits.
Job Description
Executive Administrative Assistant - Job Responsibilities
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 meetingqs for executive management, including monthly OIT All meetings
Track action items from key meetings and ensure follow-up.
Human Resources and Staffing:
Coordinate contractor hiring with staff augmentation vendors.
Post and remove available positions on the OIT site as needed.
Manage OIT state 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 and Legislative Monitoring:
Review all Commonwealth Office of Technology (COT) policies and identify those requiring a Cabinet counterpart.
Collaborate with Office of Information Technology (OIT) management to define and establish Cabinet policies.
Monitor proposed and enacted legislation for impacts on Cabinet and distribute information to Business Managers for OIT impact assessments.
Interpret departmental policies for agency employees.
Awards and 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.