Executive Assistant

Elevate your career with us at the Public Health Agency as an Executive Assistant! 

 Join our team and play a pivotal role in supporting our Public Health Director. From managing schedules to project collaboration, your organizational skills will be key in promoting public health initiatives. You will navigate sensitive situations with ease and discretion while prioritizing administrative support, including developing and organizing documents, reports, and presentations, ensuring accuracy and timely delivery. With proficiency in Microsoft Office and a knack for fostering positive relationships, you'll be at the heart of our mission. Make a meaningful impact while advancing your administrative career – join us TODAY!!!

Hiring Range: $64,575.00 - $70,250.00 Annually

This position has an anticipated work schedule of Monday – Friday, 8:00am – 4:30pm, subject to change. Eligible for hybrid work after a minimum of 3 months of employment and pending operational need. Under FLSA guidelines, this position is exempt.

Please be advised this position may close on or after 3/29/2023, without advance notice, should we receive a sufficient number of qualified applications

Responsible for providing complex and confidential executive administrative support to the Public Health Director within El Paso County Public Health (EPCPH), including calendar and correspondence management, compiling documents and preparation for meetings, and event/meeting coordination. Serves as a primary point of contact; screens and prioritizes correspondence. Oversees tasks and projects, prepares meeting summaries, and relays direction from the Public Health Director to leadership, employees, other departments, and other agencies.

 Essential Duties/Responsibilities:

• Performs complex and confidential administrative tasks, duties, and projects for the Public Health Director; administers confidential processes and related files.
• Manages the schedule of the Public Health Director and their Executive Team, including scheduling and coordinating meetings, appointments, and travel arrangements, requiring coordinating with other staff members and external stakeholders.
• Manages and prioritizes communications, including responding to emails, phone calls, workplace collaboration software (i.e., Microsoft Teams), etc., from employees and the public. Resolves as many questions and issues as possible before elevating.
• Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions. Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Provides general administrative support, including preparing and organizing documents, meeting minutes, reports, and presentations for executive meetings, ensuring accuracy and timely delivery.
• Oversees projects and tasks: This may involve assigning tasks to other staff members, tracking progress, and ensuring that projects are completed on time and within budget.
• Ensures, in the Public Health Director’s absence, requests for action and information are furnished to leadership and/or other departments in a timely manner. Identifies and troubleshoots problems; recommends and implements solutions.
• Coordinates and oversees employee events and functions.
• Represents the Public Health Director and EPCPH as requested, which may involve attending meetings on behalf of the executive, answering questions from the public, and providing support to other staff members.
• Monitors the status of all tasks assigned by the Public Health Director and ensures timely completion of assigned tasks.
• Compiles and analyzes data from divisions within EPCPH; prepares and disseminates reports as appropriate.
• Assists with procuring/purchasing various items.
• Participates in departmental emergency planning and response activities.
• Promotes public health within the community.
• Takes personal responsibility to provide exceptional customer service in order to promote and maintain a positive Public Health image, constructive working environment, and foster pride and professionalism in the workplace and community.
• Performs other duties as required.

 Qualifications:

Knowledge, Skills, and Abilities:

• Must possess excellent customer service, organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize.
• Demonstrated strong analytic and critical thinking skills.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint as well as data management systems.
• Ability to exercise discretion, handle sensitive information, and maintain a high level of confidentiality.
• Ability to work independently with minimal supervision and in a team environment.
• Ability to demonstrate sound judgment by taking appropriate action regarding questionable findings or concerns.
• Ability to establish and maintain effective working relationships among internal and external agencies including staff, executive leadership, elected officials, and the public.
• Ability to communicate effectively, both verbally and in writing, ensuring proper grammar, spelling, and punctuation with strong attention to detail.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to perform all duties and responsibilities in a timely and effective manner to achieve the overall objectives of the position.
• Ability to use standard office equipment including computer, fax machine, copier, and telephone.
• Maintain regular and punctual attendance.

Required Education and Experience:

• High school diploma or equivalent education.
• Four years of administrative support or office management experience, two of which must be at the executive level.

Preferred Education and Experience:

• Six years of executive level administrative support experience.

Pre-Employment Requirements:

• Must pass conditional post offer background investigation and drug screen.