Executive Assistant to Cabinet Secretary (DOH/OTS #12506)

$47,986 - $76,773/Yr

State Of New Mexico - Santa Fe, NM

Full-time - Entry Level

Santa Fe, NM

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant to the Cabinet Secretary at the Department of Health plays a crucial role in providing comprehensive administrative support to the Cabinet Secretary. This position is responsible for managing the Secretary's calendar, which includes scheduling meetings, coordinating schedules, and preparing necessary documentation for meetings. The Executive Assistant will also arrange travel, including making reservations and procuring travel reimbursements, ensuring that the Secretary is well-prepared for all engagements. This involves gathering documentation and preparing packets related to meetings and travel, as well as answering, screening, and directing incoming calls, mail, and emails for the Secretary. In addition to these responsibilities, the Executive Assistant will disseminate information and directives to the Department's Senior Management and other staff on behalf of the Secretary, following up on results to ensure that actions are completed. The role requires managing the day-to-day operations of the Office of the Secretary, ensuring that administrative support is provided by subordinate staff to the Executive Team of the Department of Health. The Executive Assistant will also ensure that the Office of the Secretary has adequate coverage to handle telephone calls and visitors, and will deal with any special projects that need to be handled by staff, ensuring their completion. This position reports to the Director of Operations and is integral to the functioning of the Office of the Cabinet Secretary, providing essential support to the staff and ensuring that the office operates smoothly and efficiently.

Responsibilities

• Manage the Secretary's calendar, including scheduling meetings and coordinating schedules.
• Prepare documentation for meetings and travel arrangements.
• Arrange travel, including making reservations and processing travel reimbursements.
• Gather documentation and prepare packets related to meetings and travel.
• Answer, screen, and direct incoming calls, mail, and emails for the Secretary.
• Disseminate information and directives to Department Senior Management and staff on behalf of the Secretary.
• Follow up on results to ensure actions are completed.
• Manage day-to-day operations of the Office of the Secretary.
• Ensure administrative support is provided by subordinate staff to the Executive Team.
• Ensure adequate coverage for telephone calls and visitors to the office.
• Handle special projects and ensure their completion.

Requirements

• Associates Degree in Business Administration, Public Administration, or Accounting.
• Two years of directly related job experience in budgeting, accounting, auditing, purchasing, cash management, or financial management.
• Experience providing administrative support to Executive Management.
• Experience supervising administrative support staff.
• Excellent knowledge of Microsoft Office Products including Word, Excel, and PowerPoint.
• Experience managing a departmental level budget, processing purchase orders, and writing white papers.

Nice-to-haves

• Bachelor's degree or higher in a relevant field.
• Experience in a government or public health setting.