Executive Assistant IV

Executive Assistant IV This position provides highly advanced (senior-level) professional executive administrative assistance supporting the efforts of the Agency Head in providing quality leadership and oversight of cybersecurity objectives for the State. Work involves performing complex and routine tasks for the Agency Head, other executive staff as assigned. Communicates on behalf of the Agency Head with interagency personnel, government officials, industry executives, and other outside contacts. Work is performed under the minimal direction and supervision of the Agency Head with extensive latitude for initiative and independent judgment. Provides day-to-day assistance and support to the Agency Head and other executive staff, while maintaining strict confidentiality on sensitive business matters. Performs complex administrative duties including the oversight of the review and evaluation of administrative practices, preparation and distribution of Microsoft Excel, Word, and PowerPoint documents, creates and updates spreadsheets, compiles presentations; prepares and distributes related documents and materials as appropriate. Coordinates and performs administrative functions including, but not limited to, establishing, and maintaining files and databases. Arranges and confirms travel and accommodation logistics, including hotel and car rental reservations, conference attendance confirmations, preparation of travel vouchers and expense reports for routing, approvals, and reimbursement; maintains all travel-related instructions and resources; manages travel changes and logistics at night and on weekends; provides detailed travel itinerary documentation. Oversees the coordination of meetings, daily schedules, interviews, and appointments; maintains a calendar of events for conferences and speaking engagements; provides the Agency Head with a daily agenda; prioritizes inquiries and requests while troubleshooting conflicts; makes judgements and recommendations; screens and prioritizes all incoming phone calls, mail, and/or meeting requests. Promotes and maintains a standard of professionalism in all communications on behalf of the Agency Head and the Agency. Greets visitors and receives incoming telephone calls on behalf of the Agency Head and executive staff as appropriate. Composes, reviews, and tracks professional correspondence on behalf of the Agency Head for communications not requiring executive attention. Manages and/or develops the planning, preparation, and dissemination of special reports, papers, letters, and memoranda. Coordinates and facilitates interdivisional administrative support activities with other support staff. Promotes and practices team concepts; assists in cross-training and utilizes the expertise of other support staff. Ensures agency staff are apprised of new and existing executive office administrative policies and practices. Maintains oversight of office supplies and equipment and prepares requisitions for supplies and services. Assists with the coordination of various projects and activities as needed or assigned. Provides administrative support to other division functions or staff as required and provides support for division directors when necessary. Assists with administrative support tasks such as large-volume mailings, receiving incoming materials, filing, etc. Performs related duties as assigned.

Created: 2026-03-08