Executive Assistant & Scheduler (10176)

State of Montana; East Helena (MT); On-site; USD 50,000 - 70,000; Full time

Job summary

The State of Montana’s Department of Public Health and Human Services (DPHHS) seeks an Executive Assistant and Scheduler for the Director’s Office. This role manages complex calendars, coordinates meetings and travel, and prepares materials for the Deputy Director and senior leaders on the Director’s team.

In a fast-paced, confidential environment, you will work with the Office Manager and scheduling staff to ensure readiness, align with legislative timelines, and support organizational

Qualifications

• Strong attention to detail, discretion, reliability, professionalism, and accountability in a high-visibility executive office environment.
• Ability to manage multiple complex calendars, priorities, requests, and deadlines simultaneously with strong attention to detail and accuracy.
• Ability to organize people, information, logistics, and tasks in a way that supports executive readiness and efficient time use.
• High school diploma or equivalent.
• Four years of progressively responsible administrative, executive support, scheduling, or office coordination experience in an executive office, governmental, health care, legislative, or comparable environment.
• Other combinations of related education and experience may be considered on a case-by‑case basis.
• Experience supporting senior executives or comparable leadership in a public-sector or large complex organization.
• Experience with advanced calendar coordination, executive meeting logistics, legislative scheduling, and travel planning.
• Familiarity with DPHHS office and administrative procedures and business systems, including SharePoint and other scheduling and tracking tools.
• Experience working in environments requiring political awareness, confidentiality, and rapid adjustment to changing priorities.

Responsibilities

• This position serves as an Executive Assistant and Scheduler for the DPHHS Deputy Director and other senior leaders on the DPHHS Director’s team.
• Manages complex calendars, prioritizes requests for executive time, coordinates meetings and events, and helps ensure materials and information are prepared for each engagement.
• Operates in a fast-paced, high-confidentiality environment and collaborates with the Director’s Office Manager, Senior Executive Assistant, and Scheduler to align schedules with priorities and timelines.

Skills

Calendar coordination

Executive support

Scheduling

Administrative coordination

Discretion

Confidentiality

Political awareness

Education

High school diploma or equivalent

Tools

SharePoint

Job description

To be considered for this position you must complete the state application and attach all required documents through the Montana State Careers site at**www.statecareers.mt.gov**.

The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity within the Director’s Office.

This position serves as an Executive Assistant and Scheduler for the DPHHS Deputy Director and other senior leaders on the DPHHS Director’s team. This position manages complex calendars, prioritizes requests for executive time, coordinates meetings and events, and helps ensure assigned leaders are prepared with appropriate materials and information for each engagement. The role operates in a fast-paced, high-confidentiality environment and works closely with the Director’s Office Manager, Senior Executive Assistant and Scheduler to the Director, and division leaders to align schedules with organizational priorities, legislative and operational timelines, and executive standards.

This role is part of the Director’s Office administrative support team and operates under the supervision of the Director’s Office Manager. Within this administrative support structure, the position serves as the primary owner of scheduling and calendar-management duties for the Deputy Director and other assigned senior leaders, in coordination with other administrative staff who support correspondence, constituent inquiries, document control, and executive workflow management.

Why Join DPHHS

Our mission at DPHHS is serving Montanans in their communities to improve health, safety, well-being, and empower independence. By joining our department, you will have the opportunity to perform meaningful work in public service to our state and its residents.

The State of Montana’s comprehensive benefits package includes healthcare coverage, retirement plans, paid vacation, sick leave, and holidays, work/life balance, and eligibility to participate in the Public Service Loan Forgiveness (PSLF) program. In addition, DPHHS is the largest state agency with a wide range of advancement opportunities whether you are joining the workforce or have several years of experience.

Qualifications for this Career Opportunity

• Strong attention to detail, discretion, reliability, professionalism, and accountability in a high-visibility executive office environment. Knowledge, Skill, or Ability

• Ability to manage multiple complex calendars, priorities, requests, and deadlines simultaneously with strong attention to detail and accuracy.

• Ability to organize people, information, logistics, and tasks in a way that supports executive readiness and efficient time use.

• Meet minimum qualifications:

• High school diploma or equivalent.

• Four years of progressively responsible administrative, executive support, scheduling, or office coordination experience in an executive office, governmental, health care, legislative, or comparable environment.

• Other combinations of related education and experience may be considered on a case-by‑case basis.

• Preferred:

• Experience supporting senior executives or comparable leadership in a public-sector or large complex organization.

• Experience with advanced calendar coordination, executive meeting logistics, legislative scheduling, and travel planning.

• Familiarity with DPHHS office and administrative procedures and business systems, including SharePoint and other scheduling and tracking tools.

• Experience working in environments requiring political awareness, confidentiality, and rapid adjustment to changing priorities.

Successful applicants will be subject to background checks relevant to the position and must pass reference checks before an offer will be extended. DPHHS is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply. For a copy of the full job description or if you need a reasonable accommodation in the application or hiring process, contact DPHHS Human Resources listed below.

Additional Information

This position may be eligible for partial telework within the state of Montana. Specific conditions will be provided by the supervisor and must adhere to state policy.

This position is open until filled with frequent screening of applicants.