Secretary Associate - Executive Assistant

Location: Augusta,Maine,United States

Department of Defense, Veterans & Emergency Management

Job Class Code: 6558
Grade: 15/Aministrative Services
Salary: $18.27-$26.32/Hour
Location: Augusta

Opening Date: January 24, 2025

Closing Date:  February 9, 2025

Are you passionate about public service and ready to make a meaningful impact? Do you want to be part of a dynamic team that's dedicated to preparing Maine for emergencies and disasters? If so, we want you to join us at the Maine Emergency Management Agency (MEMA)!

 We are seeking an Executive Assistant to support our Agency Director and Deputy Director. In this crucial role, you’ll provide essential administrative support to help drive MEMA’s mission of ensuring the safety and resilience of our state. Your work will help keep our operations running smoothly and efficiently, directly contributing to Maine's emergency management efforts.

As an Executive Assistant, you will:

• Maintain key Agency documents like personnel files.
• Coordinate travel logistics for Agency staff. 
• Provide day-to-day administrative support to the Director, Deputy Director, and broader Agency staff.

If you're a highly organized individual with a keen eye for detail and a commitment to public service, we'd love to hear from you! Step into a role where your work makes a difference – and where your contributions are key to ensuring Maine is ready when disaster strikes.

Apply today and join our dedicated, mission-driven team!

Primary responsibilities include:  

• 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, to include 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 to include hotel, registrations, and flights for Agency staff.
• Maintain expense accounts for a Procurement Card and ensure they are submitted in a timely manner.
• 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, to include 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.
• In the event of an activation of the State Emergency Operations Center, perform duties as assigned.

Skills or knowledge required:

• Knowledge of modern office methods and procedures.
• Ability to conduct research, gather information, and make recommendations to the Director and Deputy Director.
• Ability to verify and/or reconcile information on expense reports, travel requests, and other documents.
• Ability to develop and recommend administrative policies/procedures.
• Ability to use discretion and judgment in dispensing information.
• Ability to understand and promote management goals as they affect day-to-day operations.
• Ability to communicate effectively, orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to respond effectively in high stress environments.

Minimum qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of the principles and practices of office processes and administrative functions to perform complex secretarial support tasks, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters. All positions in this classification assume the qualifications of: Secretary.

<