Executive Assistant- Atlanta

About the role

Explore a World of Opportunity with the State of Georgia!

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Georgia State Government is a large enterprise, composed of various agencies and entities with a common goal to improve the lives of Georgia's more than 10 million citizens!

Join Team Georgia and impact lives everyday while receiving a robust benefits package designed for every stage of your career!

• Job Title: Executive Assistant- Atlanta
• Agency: Department of Behavioral Health and Developmental Disabilities
• Job Requisition ID: JR0000007857
• Shift: Not Applicable (United States of America)

About the role

Based on Education and Experiene

Workplace: 200 Piedmont Ave, SE. Atlanta, Ga. 30334

Job Summary

Provides high-level administrative and executive support to the Executive Director of Community Service Boards (CSB). Performs a wide range of confidential and complex administrative functions, including executive calendar management, meeting coordination, travel arrangements and reimbursements, personnel documentation, communications, project coordination, and operational support. Serves as a trusted liaison between executive leadership, Community Service Boards, internal departments, external stakeholders, and state partners while ensuring the efficient operation of the executive office.

Essential Duties and Responsibilities

• Provide direct executive administrative support to the Executive Director of Community Service Boards (CSB), including managing complex calendars, scheduling meetings, preparing correspondence, coordinating travel, and processing travel reimbursements.
• Serve as the primary point of contact for internal and external stakeholders on matters related to the Executive Director of CSB.
• Coordinate executive meetings with Community Service Board executives, state agency partners, providers, and other key stakeholders.
• Plan, coordinate, and manage a high volume of meetings, statewide conferences, leadership retreats, trainings, teleconferences, and special events.
• Prepare meeting agendas, briefing materials, presentations, reports, and supporting documentation for executive meetings, leadership discussions, and statewide initiatives.
• Attend meetings as requested, record meeting minutes, track action items, and ensure timely follow-up on assigned deliverables.
• Assist with executive-level projects, strategic initiatives, research assignments, and special projects supporting Community Service Board initiatives.
• Research, prioritize, and respond to incoming issues, requests, and correspondence, including matters of a confidential or sensitive nature, determining the appropriate course of action or referral.
• Coordinate communications and distribute executive directives, announcements, and operational updates to CSB leadership and other agency stakeholders.
• Serve as a liaison between executive leadership and DBHDD divisions, hospital administrators, Community Service Board leadership, and other state agencies to facilitate communication and ensure timely completion of initiatives.
• Assist with personnel-related documentation, procurement requests, travel authorizations, purchase requests, and other administrative processes in accordance with agency policies.
• Maintain executive records, files, confidential information, and documentation in accordance with state records retention requirements.
• Develop, recommend, and implement administrative procedures and process improvements to enhance operational efficiency within both executive offices.
• Monitor deadlines, prioritize competing demands, and proactively ensure projects and assignments are completed accurately and on time.
• Exercise sound judgment, professionalism, and discretion while handling highly confidential information.
• Perform other duties as assigned.

Qualifications and Requirements

• High School Diploma or GED required; Bachelor's Degree preferred, or an equivalent combination of education and executive administrative experience.
• Five or more years of progressively responsible executive administrative support experience, preferably supporting senior executives.
• Exceptional organizational, planning, and time management skills with the ability to manage multiple priorities simultaneously.
• Demonstrated ability to work independently while exercising sound judgment and maintaining strict confidentiality.
• Excellent written, verbal, interpersonal, and customer service skills.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneNote, and OneDrive).
• Experience using Workday, Concur, or similar enterprise business systems preferred.
• Ability to coordinate complex scheduling, travel logistics, and executive meetings.
• Strong attention to detail with excellent problem-solving and critical thinking skills.
• Ability to establish and maintain productive working relationships with executive leadership, internal staff, external partners, elected officials, and community stakeholders.
• Ability to remain flexible and perform effectively in a fast-paced, high-volume environment with competing priorities and tight deadlines.
• Professional demeanor, discretion, and the ability to represent executive leadership with integrity and diplomacy.

Employment Requirements

To ensure the safety and wellbeing of our employees, individuals and communities we serve, certain positions within DBHDD may require evaluations, vaccinations, professional licensure and certifications. Licenses must be current and enable providers to practice within the State of Georgia.

The following are a listing of evaluations and vaccinations that may be required for employees, including those not involved with direct care:

• Drug Screening
• TB Evaluation
• Annual Influenza*

Additional information

*Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All qualified applicants will be considered but may not necessarily receive an interview. Selected applicants will be contacted by the hiring agency for next steps in the selection process.

This position is subject to close at any time once a satisfactory applicant pool has been identified.

FOR THIS TYPE OF EMPLOYMENT, STATE LAW REQUIRES A NATIONAL AND STATE BACKGROUND CHECK AS A CONDITION OF EMPLOYMENT.