Senior Executive Assistant

State-of-Missour; Jefferson City (MO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Defined pension plan

Leave and holiday time

Health insurance

Job summary

MoDOT is seeking a Senior Executive Assistant to provide high-level administrative support to members of the director's office, chief counsel, or secretary to the commission. The role involves secretarial duties, meeting preparation, and minute-taking in a fast-paced environment.

The position requires a High School Diploma and at least six years of progressively responsible office experience, with strong calendar management and travel coordination skills.

Qualifications

• High School Diploma or GED/HiSET is required.
• Six years of experience in progressively responsible office or executive assistant roles.

Responsibilities

• Maintains an appointment calendar and schedules meetings, reserves rooms, and coordinates logistics.
• Answers calls, greets visitors, and routes inquiries to the appropriate department.
• Reads memos and prepares responses to routine inquiries.
• Makes travel and lodging arrangements and processes expense reports.
• Attends meetings to record minutes and distributes them.
• Types and formats complex forms and documents, proofreading for accuracy.

Skills

Calendar management

Meeting coordination

Travel planning

Minute taking

Communication

Education

High School Diploma or GED/HiSET

Tools

Dictation equipment

Microsoft Office

Job description

Job Location: Central Office, 105 West Capitol Avenue, Jefferson City, Missouri

Why you’ll love this position:

The senior executive assistant performs secretarial and administrative assistant duties for members of the director's office, chief counsel, or secretary to commission. Responsibilities are performed under general supervision.

Note for internal applicants: Successful candidates already at rates above the posted salary will be evaluated on an individual basis to determine final salary outcome.

• Maintains an appointment calendar, schedules meetings, reserves meeting rooms and gathers files or materials for meetings, including event planning for meetings, arrangements for lodging, travel, catering, and negotiating with vendors.
• Answers incoming telephone calls and greets office visitors and determines whether they should be given access to specific individuals; evaluates requests and routes inquiries to the appropriate department personnel.
• Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution; prepares responses to correspondence containing routine inquiries.
• Makes travel and hotel arrangements for staff or members of the Highways and Transportation Commission; may process expense accounts and timesheets.
• Organizes and assembles backup information for Commission meetings.
• Attends meetings in order to record minutes; compiles, transcribes, and distributes minutes of meetings
• Types and formats complex forms, letters, speeches, reports, and other materials, usually requiring familiarity with specialized terminology, working from rough draft, dictation and/or dictating equipment; proofreads completed work to check for correct grammar, spelling, and to ensure proper formatting is used; types Commission minutes and agendas.

Minimum Qualifications:

• High School Diploma or GED/HiSET
• Six years of experience in progressively responsible office assistant and/or executive assistant positions.

Special Working Conditions/Job Characteristics

• Jobrequiresoccasional overnight statewide travel.
• Ability to work in a fast-paced environment
• Willingness to be flexible

MoDOT offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage.

Your total compensation is more than the dollars you receive in your paycheck.

To help demonstrate the value of working for MoDOT, we have created an interactive Total Compensation Calculator.

This tool provides a comprehensive view of benefits and more that are offered to prospective employees.

At MoDOT you will play a key role in maintaining the seventh largest highway system in the United States. We value team players who are open-minded and work well with others to accomplish goals and fulfill our mission of safety, service, and stability. We see the growth of our team members as an investment, both in MoDOT's future and yours. If you're looking for diverse opportunities, challenging work, and a flexible environment, we want to talk to you about joining our winning team. MoDOT operates on shared values and your success in our organization depends upon modeling these values. If you embrace these values, we welcome your application.