Executive Assistant to the Commissioner- Non-Classified

State of Colorado; Denver (CO); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Flexible schedules

Medical insurance

Dental insurance

Vision insurance

Paid holidays

PERA retirement

RTD Eco Pass

Professional development

Job summary

The Colorado Department of Education is seeking a highly organized Administrative Assistant to the Commissioner. You will manage confidential schedules, coordinate travel, and support executive-level communications for the Commissioner's Office.

This on-site role with occasional work-from-home flexibility requires five years of administrative experience, strong writing skills, and a commitment to service within Colorado's public education system.

Qualifications

• Associate degree or equivalent experience.
• Five years of administrative support experience, including executive-level support.
• Ability to manage confidential information and calendars.

Responsibilities

• Plan and coordinate the commissioner's calendar and travel.
• Prepare confidential briefs and manage sensitive information.
• Coordinate meetings and communications with stakeholders.
• Oversee records and budgets as assigned.
• Support executive assistant team and HR.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Problem solving

Team collaboration

Education

Associate degree

Tools

Google Docs

Google Forms

Smartsheet

Zoom

Google Meet

Microsoft Teams

Job description

This position is not part of the classified personnel system; applications will be accepted from Residents and Non-Residents of Colorado.

Incumbent will be required to live in and complete work for CDE within Colorado.

Colorado Department of Education – What We Do

The Colorado Department of Education (CDE) provides leadership, resources, support, and accountability to the state's 184 school districts, 1,886 schools, over 53,000 teachers, and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.

As the administrative arm of the State Board of Education, CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.

CDE is a values-based agency that serves students, parents, and the general public by protecting public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.

CDE strives to incorporate five core values that we uphold in our work internally and externally. If you come to CDE, be prepared to incorporate Integrity, Equity, Accountability, Trust, and commitment to Service in what you do.

Why Work For CDE

The work we do is rewarding and impacts the students, families, educators, and communities across Colorado. Our leadership also promotes a culture that puts families and self-care as a priority. Along with meaningful work and an environment that puts employees first, the state also offers rich benefits that intend to make us an Employer of Choice!

• Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.
• Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
• Employer-paid short-term disability and life insurance.
• Up to 160 hours of Paid Family Medical Leave (PFML).
• 11 paid holidays per year.
• Competitive vacation and sick leave accruals.
• Retirement through the Public Employees Retirement Association (PERA) www.copera.org.
• Employer-paid RTD Eco Pass (certain restrictions may apply).
• Paid professional development opportunities.

A wide salary range is posted for this position, and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority relative to others performing substantially similar work. While most salary offers are made within the posted range, occasionally an offer is made below or above the posted range based upon this salary analysis.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Work Environment:

• This is a full-time, on-site position funded through the General Fund.
• Extended hours during the evening or the weekend may be required by business needs. Required to report to the work location daily.
• Essential Functions (ADAAA)LIGHT/Office environment: Required to sit, view a computer screen, and utilize a keyboard and mouse for extended periods of time. May be required to lift and move up to 10 lbs of force frequently or 20 lbs occasionally. Required lifting, bending, stooping, pushing, walking, etc. Light work usually requires walking or standing to a significant degree.
• DL Not Required: Required to independently obtain and determine means to complete travel requirements.

Position Summary

This position will serve as the primary and confidential assistant to the Commissioner, relieving the Commissioner of a variety of administrative details. This includes planning, coordination, and organization of office and department activities, calendar, travel, and flow of communication for the Commissioner. This position must maintain confidentiality of privileged and sensitive information, including budget and staffing.

Major Duties and Responsibilities

• Creates and maintains the office culture and climate of service with a spirit of optimism and "can do" attitude.
• Support all administrative details and logistics for the commissioner, allowing leadership to focus on strategic priorities.
• Implement processes for effective meeting coordination, communication and management of commissioner inbox and calendar.
• Establish and maintain effective record keeping systems.
• Coordinate the calendar and proactively compile necessary information for upcoming events for the commissioner.
• Account for operational spending, compiling data for necessary reports for commissioner budgets.
• Oversee the progress of projects, as directed by the commissioner and deputy commissioner to ensure deadlines are met.
• Monitor incoming correspondence for the commissioner's office; prioritize for commissioner and respond accordingly. This includes providing high-quality, professional responses to phone and email correspondence on behalf of the Commissioner's Office and CDE and
• Coordinating with CDE Communications to ensure alignment with key organizational messaging.
• Handle all travel arrangements for commissioner and deputy commissioner including compiling and submitting travel reimbursement with third-parties and/or the Department.
• Work regularly with partner groups and other constituencies on behalf of the Commissioner's Office including staff, State Board of Education, General Assembly, U.S. Department of Education and Attorney General's Office.
• Communicate and work with superintendents, BOCES directors, and members of the public.
• Track board and commission appointments made by the commissioner as well as groups and boards the commissioner is appointed.
• Coordinate internal and external team meetings
• Update commissioner's contracts to ensure deliverables are being met and billings are processed.
• Coordinate with other key executive assistants on overlapping actions and serve as lead for working with the departments assistants and HR.
• Must be able to work from the office on a routine basis. Working from the office is required when the Commissioner is in the office; however, there are flexibilities to work from home when the Commissioner is traveling, and out of the office.
• Other duties as assigned.

Minimum Education and Experience Requirements

• Associate degree from an accredited college or university, or equivalent experience.
• Five (5) years of administrative support experience. At least 3 of those years must include executive-level support.

Qualifications and Conditions

• Ability to build and maintain effective working relationships, establish trust, and positively represent the Commissioner's Office.
• Positive orientation to work and daily challenges.
• Ability to manage multiple schedules and a complex calendar.
• Exceptional writing and proofreading skills.
• Expertise in organizing hybrid and virtual meetings and platforms such as Zoom, Google Meets, Microsoft TEAMS.
• Expertise in use of Google docs, Google forms, survey tools, and Smartsheet.
• Excellent verbal and written communication skills are a must.
• Ability to be flexible and work with staff.
• Strong interpersonal skills and focus on customer service.
• Ability to exercise discretion.
• Ability to work under pressure and with multiple deadlines
• Knowledge of the PK-12 school system in Colorado.
• Knowledge of the roles state government and local districts play in Colorado, especially in public education.
• Past experience working with boards.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university, or equivalent experience preferred.
• Three (3) years of experience at a Colorado state agency.

Conditions of Employment

• Must be willing and able to submit to the pre-screening process and pass a background check.
• Ability and willingness to independently determine, obtain means, and complete required travel.
• Work extended schedule per business needs
• Report to work location daily
• DL Not Required: Required to independently determine and obtain means to complete travel requirements.

Equity, Diversity, and Inclusion (EDI) and Equal Employment Opportunity

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, a medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

The Colorado Department of Education is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [e-mail].