Executive Assistant to the Director
Req: 50669
Position #: 22092814
Salary: $57,351
Grade: SGS07
Location: Shared Services – Little Rock, AR
Closing date: Until Filled
Job Duties: Provides general supervision of the work of administrative support staff by prioritizing work assignments, establishing deadlines, and reviewing the work performed to ensure technical accuracy and compliance with established policies. Maintains daily schedule for director, reviews incoming correspondence, and prepares responses when necessary. Develops and implements office procedures necessary to meet department objectives. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings. Organizes, arranges, and attends when necessary, conferences and seminars related to department objectives. Coordinates office activities with directors and other professional staff, monitors office activities and work flow, and makes periodic reports to supervisors. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting. Orders office supplies and invoices contracts. Maintains office supply inventory, orders office supplies, and invoices contracts. Performs other duties as assigned.
KAS: Knowledge of supervisory practices and procedures. Knowledge of the operation of a professional services office. Knowledge of administrative and office management. Ability to supervise a medium-sized administrative support staff. Ability to develop and implement office policies and procedures. Ability to prepare financial and statistical reports. Skill in Microsoft Office.
Minimum Qualifications: The formal education equivalent of an bachelor’s degree in business administration, office administration, communications, public relations, or a related field, plus two years of experience in office or program administration, public relations, or a related field, including one year in a supervisory or leadership capacity.
This position is governed by state and federal laws and department policy. Position offers a full benefit package including paid holidays, annual and sick leave, health insurance, and retirement pension.
EOE/AA/ADA Women and minorities encouraged to apply.
Applications accepted online only: https://arcareers.arkansas.gov
Please visit us on the web at https://adpht.arkansas.gov to find out more about us.
The Arkansas Department of Parks, Heritage and Tourism has three major divisions: Arkansas State Parks, Arkansas Heritage and Arkansas Tourism. Arkansas State Parks manages 52 state parks and promotes Arkansas as a tourist destination for people around the country. Arkansas Heritage preserves and promotes Arkansas’s natural and cultural history and heritage through four historic museums and four cultural preservation agencies. Arkansas Tourism improves the state’s economy by generating travel and enhancing the image of the state.
Position Information
Job Series: Administrative Support
Classification: Executive Assistant – Independent
Class Code: PAS08I
Pay Grade: SGS07
Salary Range: $57,351 - $84,879
Job Summary
The Executive Assistant provides high-level administrative support to senior leadership within a department. This role is critical in ensuring the efficient operation of the agency by managing executive schedules, coordinating internal and external communications, and assisting with the preparation of reports, presentations, and other essential documents. The Executive Assistant will handle complex administrative tasks, organize meetings, manage confidential information, and assist in various special projects. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
Primary Responsibilities
Manage and coordinate the calendars of senior leadership, scheduling meetings, appointments, and travel in accordance with priorities.
Ensure executives are well-prepared for meetings, with all necessary documents, agendas, and materials in hand.
Organize and coordinate internal and external meetings, ensuring that all logistical details (e.g., location, attendees, equipment) are addressed.
Prepare meeting agendas, take minutes, and follow up on action items as needed.
Represent the executive in a professional manner, demonstrating strong interpersonal skills in all communications.
Make travel arrangements for executives, including booking flights, hotels, ground transportation, and preparing travel itineraries.
Ensure travel arrangements are cost-effective and comply with state policies and procedures.
Serve as the point of contact between senior leadership and internal/external stakeholders, handling inquiries and providing timely responses.
Draft and proofread correspondence, memos, emails, and reports on behalf of executives, ensuring clarity and professionalism.
Maintain clear and open communication channels, facilitating the exchange of information between departments and teams.
Prepare, edit, and proofread a wide variety of documents, including reports, presentations, and official communications.
Maintain organized files (both digital and physical) for easy retrieval of documents and confidential records.
Handle sensitive and confidential information with discretion, ensuring that data is stored securely and shared only with authorized personnel.
Maintain inventory of office supplies, ensuring timely ordering and stocking of necessary materials.
Greet visitors and provide assistance as needed, ensuring a professional and welcoming environment.
Manage incoming calls, direct them to appropriate staff, and take messages when necessary.
Knowledge and Skills
Excellent verbal and written communication skills, with the ability to interact with individuals at all levels within the agency and externally.
Proficiency in drafting clear, concise emails, reports, memos, and other professional documents.
Strong interpersonal skills, capable of maintaining positive relationships with staff, leadership, and external stakeholders.
Strong sense of professionalism, with the ability to manage confidential and sensitive information with discretion and in accordance with state guidelines.
Ability to handle confidential matters effectively and with a high level of integrity.
Proactive and resourceful, with the ability to anticipate needs, identify problems, and provide solutions.
Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and knowledge of other office management software.
High level of attention to detail, ensuring accuracy in all written communication, scheduling, and record-keeping tasks.
Ability to think critically and make decisions quickly in support of leadership, using sound judgment.
Friendly, approachable, and professional demeanor when interacting with visitors, staff, and external stakeholders.
Ability to manage stressful situations and provide effective solutions while maintaining a positive attitude.
Minimum Qualifications
Four (4) years of experience of progressive responsibilities in administrative roles, or completion of studies that reflect writing skills and analytical duties is required.
Licensure/Certifications
N/A
OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.
The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.
