Location: Cheyenne,WY, USA
Description and Functions
Open Until Filled
GENERAL DESCRIPTION:
The Executive Assistant serves as administrative support for the Executive Director and the Staff Development & Executive Administrator of the Wyoming Retirement System (WRS) and assists with administrative duties required by both the 11-member WRS Board and the 8-member Volunteer Board. This position will help in the coordination and planning of all board meetings and legislative events. The Executive Assistant will manage the WRS Board website, properly notice all board meetings, draft board meeting minutes, and publish upon approval. This position will also assist the Staff Development & Executive Administrator with the development & maintenance of the WRS Staff website, contact lists, and agency work orders. The Executive Assistant will support the WRS Executive Director, Staff Development & Executive Administrator and assist them with other duties as assigned.
Human Resource Contact: Ryan Scheer, ...@wyo.gov 307-###-####
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.
* Assists the Staff Development & Executive Administrator with all functions related to board meeting administration to ensure board members have all resources needed to fulfill their fiduciary duty.
* This consists of planning a minimum of 8 separate board meetings per year. Including meeting preparation; material production; meeting space reservations and scheduling; follow-up with vendors; public notice of all board meetings; expense vouchers for all board members; travel arrangements for all board members, attending staff and consultants; and coordinating with all speakers and consultants.
* This position acts as Board Secretary during board meetings: drafts minutes for approval and records & maintains digital files of board meetings.
* Works with IT staff to ensure a seamless hybrid presentation for in-person and virtual attendees of meetings.
* Assists the Staff Development & Executive Administrator with setting and maintaining the budget for each of the 8 annual board meetings.
* Responds and acts upon the supply and resource needs of the agency.
* Maintainsorganizational membership dues for agency staff, registrations for conferences, and verifies and submits Visa card statements.
* Monitors and updates the WRS Board Website with input from the Staff Development & Executive Administrator. Assists with updating and maintaining the accuracy of the WRS Board Policy Manual.
* Assists with travel reservations, conference fees, and reimbursements for both the Volunteer Board & WRS Board of Trustees and outside of the regular board meeting schedule.
* Coordinates and plans legislative events, providing outreach to attendees, coordinating catering, and booking venues.
* Under the guidance of the Staff Development & Executive Administrator implements and updates the WRS Staff Resource website.
* Serves as Executive Assistant to the Executive Director and Staff Development & Executive Administrator.
Qualifications
PREFERENCES:
Preference may be given to applicants with experience as administrative assistants to an executive management team.
KNOWLEDGE:
* Administrative support to a Board of Trustees and Executive Management team.
* Knowledge of the Wyoming Retirement System Act and other applicable statutes and policies.
* Strong understanding of confidentiality and professionalism.
* Independent self-motivated with strong organizational skills to prioritize workload demands.
* Professional and effective oral and written communication skills.
* Knowledgeable and skilled in administrative procedures and systems used in an office setting.
* Prompt and effective customer service skills by being courteous, empathetic, and patient, even in challenging situations.
* Knowledge and understanding of the agency, mission goals, policies, and procedures.
* Able to manage the status and progress of multiple tasks at once and excel at event planning skills from logistics to adaptability to running a successful event.
* Experience working with Microsoft Suite, Zoom platform, and Google Suite.
MINIMUM QUALIFICATIONS:
Education:
Bachelor's Degree (typically in Business)
Experience:
0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I
OR
Education & ExperienceSubstitution:
2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I
Certificates, Licenses, Registrations:
None
Necessary Special Requirements
PHYSICAL WORKING CONDITIONS:
* Office setting.
* Typically, the employee may sit comfortably to perform the work; however, there may be some walking, standing, bending, carrying light items, driving an automobile, etc.
* Travel is required for approximately 2 board meetings per year.
NOTES:
* FLSA: Non-exempt
* Hiring will be contingent upon the successful passage of a background check.
Supplemental Information
072 - Wyoming Retirement System
Click here to view the State of Wyoming Classification and Pay Structure.
URL:
The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.
Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.