Executive Assistant

Location: Augusta,Maine,United States

Position: Executive Assistant
Department: Department of the Secretary of State
Schedule: Monday - Friday; Full time
Job Class: 6592 (Office Specialist II)

Salary: $22.63 - $32.54 hourly

Closing Date: May 23, 2025

Join Our Team at the Department of the Secretary of State

At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer great benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.

Are you ready to make a difference?
We are looking for dedicated and collaborative individuals who thrive in a dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position:

We are seeking a highly motivated, detail-oriented, and adaptable professional to serve as Executive Assistant to the Secretary of State. This individual will play a key role in supporting the Secretary’s daily operations, ensuring smooth communication and coordination across internal and external stakeholders. This position reports directly to the Chief of Staff for the Department of the Secretary of State. The role requires discretion, professionalism, and the ability to anticipate needs in a dynamic, fast-paced environment.

What We’re Looking For:

• Team Collaboration: Ability to work effectively within a team, contributing to shared goals and helping others succeed.
• Communication Skills: Clear and effective communication with colleagues, management, and stakeholders to ensure alignment and clarity.
• Adaptability: Willingness and ability to adapt to changing priorities, processes, and technologies.
• Problem-Solving: Strong critical thinking skills to identify issues and propose innovative solutions.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities.
• Professionalism: Maintain a positive and respectful work environment through thoughtful, courteous interactions.

Key Competencies We Value:

• Emotional Intelligence: Ability to understand and connect with others, showing empathy while maintaining professionalism and accountability.
• Conflict Resolution & Feedback: Skill in managing difficult situations and offering constructive feedback with tact and respect.
• Time Management: Strong organizational and multitasking abilities to balance various responsibilities effectively.
• Commitment to Excellence: Dedication to achieving high standards in service delivery and personal work performance.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.

In this role, you will:

• Manage and coordinate the Secretary’s schedule, meetings, and calendar.
• Coordinate and schedule meetings using Outlook, Zoom, and Microsoft Teams.
• Draft and manage correspondence, agendas, meeting notes, minutes, reports, and other communications on behalf of the Secretary.
• Organize and coordinate travel logistics, including booking and preparing itineraries.
• Staff the Secretary at meetings, providing support and taking notes or minutes as needed.
• Represent the Secretary in internal and external meetings.
• Serve as a liaison between the Secretary and internal/external stakeholders, including legislators, advocates, and members of the public.
• Build and maintain strong professional relationships with agency staff, legislators, and the publi