Council of State Governments
  • 12-Mar-2020 to 14-Apr-2020 (EST)
  • HQ-Executive Management
  • Lexington, KY, USA
  • Salary
  • Full Time

The Council of State Governments (CSG) is the nation's only organization serving all three branches of state government. CSG is a region-based forum that fosters the exchange of insights and ideas to help state officials shape public policy. This offers unparalleled regional, national and international opportunities to network, develop leaders, collaborate and create problem-solving partnerships. To learn more about CSG please visit our website at www.csg.org. We are currently seeking an Executive Assistant at our Lexington, KY national headquarters office.

JOB SUMMARY

The Executive Assistant reports to the Chief of Staff and provides C-level administrative support in a fast-paced environment. The position requires a highly self-motivated professional with a positive demeanor, capable of managing a high-level workload while prioritizing tasks. This position provides support to the Chief of Staff and the Executive Director to help achieve organizational goals and serves as a professional and responsive conduit with excellent customer service to CSG's staff, leaders, regions, affiliates, members and partners. The position supports CSG leadership in the goals of creating a productive and positive work culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Executive Assistant will:

  • Provide proactive support, anticipating the needs of the Chief of Staff to coordinate meetings and agendas to achieve optimal results.
  • Conduct research and create talking points, presentations, letters or correspondence on behalf of the Chief of Staff and/or Executive Director as requested.
  • Proactively manage calendars and appointments while thinking strategically to provide time management, prioritize meetings, resolve schedule conflicts, and stay several steps ahead to maintain effective use of time.
  • Ability to provide steadfast accuracy and serves as an active communicator in carrying out all duties assigned while being a trusted resource for colleagues. 
  • Ability to execute duties and responsibilities independently with minimal supervision, think critically, synthesize information from a variety of sources, work collaboratively or independently as required, prioritize effectively and handle multiple tasks simultaneously, effectively carry out written and oral instructions.
  • Assist in the development of written reports including supporting budget documents and meeting minutes for the Chief of Staff with the information necessary to carry out sound decisions and duties.
  • Seamlessly arrange complex travel arrangements and prepare detailed itineraries with an emphasis on effectively managing travel costs.
  • Responsible for accurately coordinating and submitting travel expense reimbursements.   
  • Represent the Chief of Staff on internal and external communications using a positive approach with a high degree of professionalism, confidentiality and accuracy. 
  • Prioritizes conflicting needs; manages matters expeditiously and proactively.  Follows-through on projects for successful completion, often with competing deadlines.
  • Independently plans and manages a coordinated system of workflow for internal and external meetings, offsite events, calendar management, travel arrangements including budget management and the preparation of all collateral materials. 
  • Manage a monthly financial review process for the Chief of Staff. Coordinate, assemble and review monthly financial reports; identify transactions that require immediate attention. Ensures full compliance with CSG policies and ethical standards. Acquires any necessary approvals; monitors and tracks budgets for general and restricted grant funds; federal, state, contracts and cooperative agreements.  
  • Independently produces presentations as requested; proficient with technology necessary to produce data and work collaboratively with various departments; editing and communications to ensure compliance with CSG branding and quality.  
  • Ability to troubleshoot and anticipate potential problems and expeditiously work to coordinate positive results and solutions.
  • Coordinate and distribute information to CSG leaders and members as requested. 
  • Provide staff support to prepare leadership team members for national and regional meetings.
  • Exercise exceptional judgement with the ability to protect information that may be deemed confidential or sensitive.
  • Accurately and timely produces meeting minute summaries for the CSG Leadership Council, CSG Executive Committee and other meetings as requested. 
  • Serve as staff support for all meetings of the CSG Leadership Council and Executive Committee and maintain an accurate roster of contact information for all CSG leaders and their key staff members to facilitate communication.
  • Develops proficiency with CSG software and other technology applications to provide accurate data, monitoring and tracking.
  • Assist CSG leadership team in carrying out civic and charitable partnerships initiatives including support for employee team building efforts.
  • Be a part of an energized team whose "can do" attitude and attention to detail make them indispensable. Consistently exceed expectations in recognizing and following through on opportunities to add value.

SKILLS AND ABILITIES

  • Ability to develop high level written correspondence, reports and budget documents for senior leadership;
  • Demonstrated expertise in Microsoft Suite products (Excel, Word, PowerPoint and Outlook);
  • Ability to learn and become proficient in organizational software and programs;
  • Ability to handle and prioritize multiple activities and responsibilities often with competing interests and deadlines;
  • Strong sense of urgency and a focus on attention to detail;
  • Ability to take the lead on projects with a focus on delivering excellent outcomes;
  • Ability to be flexible as timelines, deadlines and priorities may shift;
  • Ability to work collaboratively with a variety of departments and staff members;
  • Outgoing and straightforward; one who shares information, ideas, and input easily, listens well and respects the abilities of others;
  • A record of working collaboratively with diverse influential people including policymakers, thought leaders, experts and community leaders;
  • Excellent interpersonal skills.
  • Demonstrated ability to prioritize quickly, efficiently and confidently;
  • Excellent written, editing and oral communication skills;
  • Ability to travel as needed.
  • Ability to respond to occasionally requests outside of normal business hours (evenings/weekends).

EXPERIENCE

  • Minimum of two (2) years of administrative experience with executive staffing experience required.
  • Experience with or in federal or state government, association management, non-profit organizations, public administration preferred.

EDUCATION

  • Bachelor's degree in business, business management, executive administration, or related field required.

PHYSICAL REQUIREMENTS ESSENTIAL TO PERFORM DUTIES OF THE JOB

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • Frequently communicates with internal and external partners.
  • Frequently operates a computer to create policy briefs, memos and presentations.
  • Frequently remains in a stationary position to perform desk duties.
  • Frequently works in a well-lit, tempered room.
  • Occasionally moves throughout office to communicate to coworkers.
  • Seldom transports objects, such as files or paper boxes, with weight up to 25 pounds.

APPLICATION INSTRUCTIONS

Interested applicants must complete the online application and include a cover letter, resume and two writing samples (i.e. business letter, email, meeting minutes, etc.).

 

CSG is an Equal Opportunity Employer (Minorities/Females/Veterans/Disabled)

Council of State Governments
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