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Executive Assistant

The Executive Assistant to the Secretary serves as the operational hub of the office, ensuring priorities move from planning to execution. This position manages the day-to-day operations of the office, coordinates initiatives across divisions, tracks key projects and deadlines and provides direct support to the Secretary and executive leadership team. The role is a key partner for organizational alignment and managing communications. This position is responsible for scheduling, preparing executive materials, and helping to manage commission work and relationships. Working across the agency, the Secretary's Executive Assistant helps create conditions for leadership success. The ideal candidate is highly organized, proactive, solutions-oriented, and thrives in a fast paced environment where attention to detail and execution matter.

The Arkansas Department of Parks, Heritage and Tourism has three major divisions: Arkansas State Parks, Arkansas Heritage and Arkansas Tourism. Arkansas State Parks manages 52 state parks and promotes Arkansas as a tourist destination for people around the country. Arkansas Heritage preserves and promotes Arkansas's natural and cultural history and heritage through four historic museums and four cultural preservation agencies. Arkansas Tourism improves the state's economy by generating travel and enhancing the image of the state.

Job Summary: The Executive Assistant provides high-level administrative support to senior leadership within a department. This role is critical in ensuring the efficient operation of the agency by managing executive schedules, coordinating internal and external communications, and assisting with the preparation of reports, presentations, and other essential documents. The Executive Assistant will handle complex administrative tasks, organize meetings, manage confidential information, and assist in various special projects. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Primary Responsibilities:

• Manage and coordinate the calendars of senior leadership, scheduling meetings, appointments, and travel in accordance with priorities.
• Ensure executives are well-prepared for meetings, with all necessary documents, agendas, and materials in hand.
• Organize and coordinate internal and external meetings, ensuring that all logistical details (e.g., location, attendees, equipment) are addressed.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Represent the executive in a professional manner, demonstrating strong interpersonal skills in all communications.
• Make travel arrangements for executives, including booking flights, hotels, ground transportation, and preparing travel itineraries.
• Ensure travel arrangements are cost-effective and comply with state policies and procedures.
• Serve as the point of contact between senior leadership and internal/external stakeholders, handling inquiries and providing timely responses.
• Draft and proofread correspondence, memos, emails, and reports on behalf of executives, ensuring clarity and professionalism.
• Maintain clear and open communication channels, facilitating the exchange of information between departments and teams.
• Prepare, edit, and proofread a wide variety of documents, including reports, presentations, and official communications.
• Maintain organized files (both digital and physical) for easy retrieval of documents and confidential records.
• Handle sensitive and confidential information with discretion, ensuring that data is stored securely and shared only with authorized personnel.
• Maintain inventory of office supplies, ensuring timely ordering and stocking of necessary materials.
• Greet visitors and provide assistance as needed, ensuring a professional and welcoming environment.
• Manage incoming calls, direct them to appropriate staff, and take messages when necessary.

Knowledge and Skills:

• Excellent verbal and written communication skills, with the ability to interact with individuals at all levels within the agency and externally.
• Strong interpersonal skills, capable of maintaining positive relationships with staff, leadership, and external stakeholders.
• Strong sense of professionalism, with the ability to manage confidential and sensitive information with discretion and in accordance with state guidelines.
• Ability to handle confidential matters effectively and with a high level of integrity.
• Proactive and resourceful, with the ability to anticipate needs, identify problems, and provide solutions.
• Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and knowledge of other office management software.
• High level of attention to detail, ensuring accuracy in all written communication, scheduling, and record-keeping tasks.
• Ability to think critically and make decisions quickly in support of leadership, using sound judgment.
• Friendly, approachable, and professional demeanor when interacting with visitors, staff, and external stakeholders.
• Ability to manage stressful situations and provide effective solutions while maintaining a positive attitude.

Minimum Qualifications:

• Four (4) years of experience of progressive responsibilities in administrative roles, or completion of studies that reflect writing skills and analytical duties.

The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.