Executive Assistant to Deputy Director

Missouri Department of Conservation; Jefferson City (MO); On-site; USD 45,000 - 70,000; Full time

Job summary

The Missouri Department of Conservation seeks an Executive Assistant to the Deputy Director at Commission Headquarters (JEFFE1). This role provides executive level administrative support, manages confidential matters, coordinates meetings and travel, and maintains the Director's Office workflows.

Ideal candidates will have at least six years of professional secretarial experience, a high school diploma or GED, proficiency in Microsoft Office and SharePoint, strong communication and

Qualifications

• High school diploma or GED required.
• At least six (6) years of progressively responsible professional experience in general secretarial work or related discipline.
• Must maintain a valid, current driver’s license.
• Proficient in Microsoft Office suite and SharePoint.

Responsibilities

• Prepare correspondence, presentations, reports, and announcements in coordination with the Deputy Directors.
• Review completed work for accuracy and ensure instructions are followed.
• Coordinate meetings and travel arrangements; maintain schedules and itineraries.
• Handle highly confidential matters, both verbal and written.
• Maintain a filing system for quick retrieval of materials.
• Monitor mail and prioritize communications for timely actions.
• Lead efforts to implement electronic/paperless procedures.
• Serve as agency contact for Constituent Services for Governor’s Office; summarize resolutions.
• Collaborate with Deputy Director-Engagement and staff for data collection for briefings.
• Administer HRIS transactions for the Director’s Office; attend Office Managers meetings.
• Receive calls and visitors professionally; liaise with other staff and public.
• Assist and/or lead planning for national conferences and nominations for staff recognition.
• Provide support to the Director/Commission Secretary as requested.
• Maintain Director’s Office SharePoint site.

Skills

Communication

Time management

Teamwork

Attention to detail

Discretion

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

OneNote

Outlook

Visio

Adobe Acrobat

Job description

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Title: Executive Assistant to Deputy Director

Description:

Requisition Id:4960

Salary: Commensurate with work experience

Salary Grade: UNCLS

Job Location: Commission Headquarters (JEFFE1)

Closing Date: November 4, 2026

Our Culture: The Missouri Department of Conservation supports a culture of trusted professionals that is dedicated to our mission, responsible stewards, and believe in One MDC.

To learn more about the job, feel free to contact the hiring supervisor,Aaron P Jeffriesat [e-mail] at573 5224115x3146, during regular business hours.We would love to hear from you!

Summary/Objective

Provides executive level administrative support to the Deputy Director.

Essential Job Duties

• Prepare correspondence, presentations, reports, and announcements in coordination with the Deputy Directors.
• Review completed work for accuracy; assure it has been prepared according to instructions and receives appropriate attention.
• Coordinate meetings and travel arrangements. Maintain schedules and itineraries.
• Handle highly confidential matters, both verbal and written.
• Maintain a filing system that permits quick retrieval of filed material.
• Monitor electronic and posted mail and assemble in manner of importance to ensure all receive appropriate attention.
• Lead the Director's Office efforts to implement electronic/paperless business procedures.
• Serve as agency contact for Constituent Services for the Governor's Office as well as incoming mail to the Director's Office ensuring actions/responses have been completed in a timely manner and provide appropriate summaries of resolutions back to the Governor's Office.
• Work with Deputy Director-Engagement, Legislative Liaison and various MDC Staff to coordinate and collect data for the Conservation Legislative Briefing Book; assist with legislative field trips and publication requests, etc.
• Administer personnel system transactions in HRIS for the Director’s Office including requisitions, recommendations, onboarding, resignations, retirements, etc. Attend Office Managers meetings.
• Receive telephone calls and visitors in a manner that maintains trust and confidence.
• Serve as liaison with other executive secretarial staff, branches, partner agencies, and the public.

Ancillary Job Duties

• Provide support to Executive Assistant to the Director/Commission Secretary as requested.
• Assist and/or lead planning efforts for national conferences, as requested.
• Submit nominations for Department staff involvement on various committees or for recognition/awards.
• Serve as a consultant to the committee that produces the Department's correspondence manual.
• Maintain the Director's Office SharePoint intranet site.

Education and Experience

• High school diploma or GED/HiSET required.
• At least six (6) years of progressively responsible professional experience in general secretarial work or similar experience in a related discipline; or an equivalent combination of education and experience.
• Must maintain a valid, current driver’s license.

Knowledge, Skills and Abilities

• Proficient in Microsoft Word, Excel, PowerPoint, SharePoint, OneNote, Outlook, Visio, and Adobe Acrobat.
• Ability to maintain focus and intensity and remain optimistic and persistent even under adversity.
• Ability to type 50 words per minute.
• Ability to operate a calculator.
• Ability to effectively manage time and attend to details.
• Ability to establish and maintain effective working relationships with members of all types of groups, Department staff and the general public.
• Ability to work effectively as a team member and assist in resolving conflicts.
• Ability to effectively communicate both orally and in writing to Department personnel and the general public.

Work Environment

• Regularly work in a standard office environment.

Physical Abilities

• Remain stationary up to 70% of the time.
• Regularly communicate and exchange accurate information.
• Constantly operate a computer and other office productivity machinery.
• Clarity of vision at 20 inches or less.
• Regularly lift up to 10 pounds.
• Regular attendance is a necessary and essential function.

Disclaimer

This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required. The Missouri Department of Conservation reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.

Exemption Status/Special Notes

This position has been determined to be Nonexemptaccording to the Fair Labor Standards Act. Employees must agree to accept compensatory time in lieu of cash payments in accordance with the Department's Compensatory Time Off and Overtime Policy.

Salaried and hourly employees are expected to use a mobile device-cellular phone for Department business, as needed.

MDC promotes a Tobacco-Free (smoke and smokeless) working environment.

The Department of Conservation will only hire United States citizens and aliens authorized to work in the United States. All new employees will be required to complete an "Employment Eligibility Verification" (Form I-9) and produce requested documentation after employment.

Candidates seeking initial employment or re-employment must submit to a drug screen following offer of employment.

All persons employed with the state of Missouri shall file all state income tax forms and pay all state income taxes owed.