Executive Assistant (Secretary Associate) Anticipated Vacancy

$38,002 - $54,746/Yr

State Of Maine - Augusta, ME

Full-time - Entry Level

Augusta, ME

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant will provide essential administrative support to the Agency Director and Deputy Director at the Maine Emergency Management Agency (MEMA). This role is crucial for maintaining the agency's operations and ensuring the safety and resilience of the state during emergencies and disasters. The Executive Assistant will be responsible for managing key documents, coordinating travel logistics, and supporting the daily administrative needs of the agency's leadership team.

Responsibilities

• Schedule appointments for the Director and Deputy Director.
• Answer and screen the Director's calls when they are out of the office.
• Develop Departmental briefing materials, including weekly briefing material for the Departmental staff meeting and material for the monthly Governor's Report.
• Screen the Director's e-mails, delete junk mail, and ensure critical messages are dealt with accordingly.
• Make travel arrangements, including hotel, registrations, and flights for Agency staff.
• Maintain expense accounts for a Procurement Card and ensure timely submission.
• Assist Agency Hiring Managers by scheduling interviews for open positions within the agency; ensure interviewees bring appropriate documents and necessary number of copies for interviewers.
• Coordinate with property manager and other staff to make modifications to the Agency workspace, including contacting the property manager when there is an issue in the workspace.
• Assist the Front Desk Receptionist with administrative tasks, as needed, and provide coverage for the Front Desk when the Receptionist is on break or otherwise unavailable.
• Perform duties as assigned in the event of an activation of the State Emergency Operations Center.

Requirements

• Training, education, or experience in office and administrative support work that demonstrates competency in applying a solid knowledge of the principles and practices of office processes and administrative functions.
• Ability to use independent judgment, initiative, and discretion to make determinations on varied matters.

Nice-to-haves

• Experience as an executive assistant to high-level administrators.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage
• Dental Insurance
• Retirement Plan contributions by the State