Executive administrative assistant

Apex Systems, Inc • Frankfort, KY • 5h ago

Job Description:Executive Administrative AssistantLarge Government ClientDuration: 12+ months - Potential to convert FTELocation: Primarily Remote, with occasional visits once a quarter to Frankfort, KYExecutive Administrative Assistant - Job ResponsibilitiesAdministrative Support:Full-time remote position (could be some in-person meetings/events), expected to be on camera for meetingsPerform biweekly and monthly timekeeping tasks for State employees and contractorsReconciliation between project and invoice hours to confirm accuracy.Assist Executive Director with travel planning requestsAssist Purchasing Agent with organization and preparation of procurement documents as requested.Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams).Schedule, prepare agendas, and document minutes for committee and departmental meetings.Distribute agendas and minutes as required.Manage office events and coordinate meetings for executive management, including monthly OIT All meetingsTrack action items from key meetings and ensure follow-up.Attention to detail and professional communication skillsHuman Resources and Staffing:Coordinate contractor hiring with staff augmentation vendors.Post and remove available positions on the OIT site as needed.Manage OIT state employee hiring processes (infrequent).Request necessary access and equipment for hires from the Executive Director.Confirm onboarding and offboarding of new IT resources with managers.Serve as an evaluation liaison for HR-related correspondence.Executive Director Initiatives:Coordinate initiatives led by the Executive Director.Gather and compile information for internal and external agency requests.Act as a liaison between the department/office head and other agencies and organizations seeking IT assistance.Assist in the preparation of technical presentations and testimony before legislative committees or executive leaders.Policy and Legislative Monitoring:Review all Commonwealth Office of Technology (COT) policies and identify those requiring a Kentucky Transportation Cabinet (KYTC) counterpart.Collaborate with Office of Information Technology (OIT) management to define and establish KYTC policies.Monitor proposed and enacted legislation for impacts on KYTC and distribute information to Business Managers for OIT impact assessments.Interpret departmental policies for agency employees.Awards and Recognition:Coordinate the development of nominations for IT awards.Operational Work Planning:Reorganize operational plans and track progress throughout the year through engagement of the Information Systems Managers.Other Duties:Perform any other administrative tasks as needed to assist the Executive Director.Key skills: Proven organizational skills, self-accountable, capable of working remotely, strong communication skills, confident in reaching out to new people to gather information, personable, understands a culture of service to others, eager to help ease the tasks of the Executive Director and ManagersApex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details.Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company matc

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