Management Assistant

IdahoPTV; Boise (ID); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

PERSI retirement

Supplemental retirement plans

Medical/vision/dental insurance

Paid holidays

Paid sick leave

Paid parental leave

Life insurance

Employee discounts

PSLF eligibility

Employee Assistance Program

Job summary

The Idaho Department of Commerce has an opening for an Administrative Assistant to join our downtown Boise team. This full-time role supports multiple departments including Business Development, Community Development, and Marketing, handling meetings, logistics, grant reporting, and communications.

The position involves coordinating meetings, event logistics, data gathering for marketing efforts, and assisting with domestic and international projects.

Qualifications

• Interpreting and applying regulations or policies and procedures.
• Planning, organizing, implementing, and evaluating special projects.
• Independently researching, compiling, developing, and summarizing material for reports on a frequent or recurring basis.
• Analyzing information, identifying problems, defining alternatives, and developing recommendations for management/administrators.
• Minimum two years’ experience working with executives, elected officials, media, and the general public
• Experience and proficiency with Microsoft Office Products (Word, Excel etc.)
• Flexible team player, willing to adapt to changes and accept challenges
• Strong time-management and organization skills
• Excellent teamworking skills
• Outstanding oral communication skills
• Superior written skills
• Some knowledge of contracts, grants, and federal reporting systems.
• Knowledge of Customer Relationship Management (CRM) programs.

Responsibilities

• Plan, arrange and prepare for meetings, conferences, trade shows, trade missions, and events, including scheduling, document, and audio/visual preparation etc.
• Handle meeting and event logistics including organizing location, travel, transport, catering, etc.
• Assist with grant reporting and administrative duties including reporting, documentation, company outreach, reconciliations, etc.
• Coordinate and support Idaho’s International Trade Offices, Rural Economic Development Professionals, and other internal/external stakeholders including invoicing and payments, quarterly reporting, visit logistics etc.
• Assist the Public Information Officer with presentations, newsletters, promotions, economic statistics, website updates, social media and more.
• Assist the Public Information Officer with compiling data and information for various marketing efforts.
• Assist with domestic and international projects including GMP, Certificate of Free Sale requests, diplomatic relation, and foreign direct investment assistance and coordination.
• Assist Administrators & Managers with human resources and operational related duties including onboarding, policy reviews and documentation, IT requests, inventory, facilities coordination, etc.
• Maintain confidential information and comprehensive, accurate records.
• Perform accounting tasks related to invoices and travel expense.
• Draft, review, and send communications on behalf of Director/Administrators.
• Answer and respond to general phone calls, communicate messages and information; backup for front desk when necessary.
• Other duties supporting departments including Business Development, Business Attraction, Community Development, Office of Broadband, Fiscal and Grants, and Marketing.

Skills

Regulations interpretation

Project planning

Report preparation

Analytical thinking

Team player

Time management

Oral communication

Written communication

CRM knowledge

Tools

Microsoft Office

Job description

USA:ID:Boise | Administrative Asst | Full Time

22.00 - 26.00 USD per hour

Description

State of Idaho Career Opportunity

As the lead economic development and marketing agency for the State of Idaho, the mission of the Idaho Department of Commerce is to foster a business-friendly environment to aid in quality job creation, support existing companies, strengthen communities, promote innovation, and market Idaho domestically and internationally.

Description

The Idaho Department of Commerce has an opening for a Management Assistant to join our team. This is a full-time position located in our downtown Boise office. This position will assist a multitude of teams at the department including Business Development, Business Attraction, Community Development, Office of Broadband, Fiscal and Grants, and Marketing. This position will also perform related tasks on behalf of the Director and Administrators.

This position will work with managers and specialists with the goal of maintaining Idaho’s reputation as being a top place to start, expand and grow a business.This includes assisting with projects related to:

• Supporting the expansion and retention of Idaho businesses and attraction of new businesses to the state
• Cultivating the development of new businesses and job opportunities across targeted industry sectors
• Guiding Idaho businesses in exports of goods and services to the world and encouraging foreign investment in Idaho
• Encouraging communities to be prepared for business growth through infrastructure development and site readiness
• Investing in the development of new innovative research through public private partnerships

State of Idaho Career Opportunity

As the lead economic development and marketing agency for the State of Idaho, the mission of the Idaho Department of Commerce is to foster a business-friendly environment to aid in quality job creation, support existing companies, strengthen communities, promote innovation, and market Idaho domestically and internationally.

Description

The Idaho Department of Commerce has an opening for a Management Assistant to join our team. This is a full-time position located in our downtown Boise office. This position will assist a multitude of teams at the department including Business Development, Business Attraction, Community Development, Office of Broadband, Fiscal and Grants, and Marketing. This position will also perform related tasks on behalf of the Director and Administrators.

This position will work with managers and specialists with the goal of maintaining Idaho’s reputation as being a top place to start, expand and grow a business.This includes assisting with projects related to:

• Supporting the expansion and retention of Idaho businesses and attraction of new businesses to the state
• Cultivating the development of new businesses and job opportunities across targeted industry sectors
• Guiding Idaho businesses in exports of goods and services to the world and encouraging foreign investment in Idaho
• Encouraging communities to be prepared for business growth through infrastructure development and site readiness
• Investing in the development of new innovative research through public private partnerships

Example of Duties:

• Plan, arrange and prepare for meetings, conferences, trade shows, trade missions, and events, including scheduling, document, and audio/visual preparation etc.
• Handle meeting and event logistics including organizing location, travel, transport, catering, etc.
  
• Assist with grant reporting and administrative duties including reporting, documentation, company outreach, reconciliations, etc.
• Coordinate and support Idaho’s International Trade Offices, Rural Economic Development Professionals, and other internal/external stakeholders including invoicing and payments, quarterly reporting, visit logistics etc.
• Assist the Public Information Officer with presentations, newsletters, promotions, economic statistics, website updates, social media and more.
• Assist the Public Information Officer with compiling data and information for various marketing efforts.
• Assist with domestic and international projects including Good Manufacturing Practices Certifications (GMP), Certificate of Free Sale requests, diplomatic relation, and foreign direct investment assistance and coordination.
• Assist Administrators & Managers with human resources and operational related duties including employee onboarding, policy reviews and documentation, information technology requests, inventory assistance, facilities coordination, etc.
• Maintain confidential information and comprehensive, accurate records.
• Perform accounting tasks related to invoices and travel expense.
• Draft, review, and send communications on behalf of Director/Administrators.
• Answer and respond to general phone calls, communicate messages and information; backup for front desk work when necessary.
• Other additional and/or alternative duties as assigned through supporting other departments including Business Development, Business Attraction, Community Development, Office of Broadband, Fiscal and Grants, and Marketing.

Minimum Qualifications:

Experience:

• Interpreting and applying regulations or policies and procedures.
• Planning, organizing, implementing, and evaluating special projects.
• Independently researching, compiling, developing, and summarizing material for reports on a frequent or recurring basis.
• Analyzing information, identifying problems, defining alternatives, and developing recommendations for management/administrators.

Desired Qualifications:

• Minimum two years’ experience working with executives, elected officials, media, and the general public
• Experience and proficiency with Microsoft Office Products (Word, Excel etc.)
• Flexible team player, willing to adapt to changes and accept challenges
• Strong time-management and organization skills
• Excellent teamworking skills
• Outstanding oral communication skills
• Superior written skills
• Some knowledge of contracts, grants, and federal reporting systems.
• Knowledge of Customer Relationship Management (CRM) programs.

Benefits:

The State of Idaho offers a robust total compensation and benefits package, including but not limited to:

• One of the top 5 retirement sy stems in the Nation (PERSI) that offers a defined lifetime benefit at retirement
• 2 voluntary supplemental retirement plans including both pre-tax and Roth options
• Medical, vision, and dental insurancebenefits that become effective first of the month following your hire date. All contributions can be pre-tax
• 11 paid holidays
• Paid sick and vacation that begins accruing on your first day of employment; can be used immediately after accruing (no waiting time)
• Paid parental leave
• Life insurance for self, spouse, and children
• Additional perks and discounts available through medical provider
• Public Service Loan Forgiveness (PSLF) Eligibility
• Employee Assistance Program

EEO/ADA/Veteran:

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact [phone] (TTY/TTD: 711), or email [e-mail].

Preference may be given to veterans who qualify under state and federal laws and regulations.