Executive Assistant

Overview

Are you a sharp, intuitive professional who thrives in fast-paced, high-impact environments? The El Paso County Community Resources Department is seeking an Executive Assistant to serve as a trusted strategic partner to the Executive Director—supporting high-level initiatives across Justice Services, Veteran Services, and Environmental Services.

This is not a shared assistant role; you will report directly to the Executive Director and collaborate across divisions to help drive strategic priorities. Acting as a junior Chief of Staff, you’ll anticipate needs, coordinate cross-divisional projects, track key initiatives, and serve as a high-level thought partner in advancing the department’s mission. You’ll manage complex schedules, prepare board materials, draft sensitive communications, and represent the Executive Director in select high-visibility engagements—all while building leadership experience and exposure to executive-level decision making.

Key Responsibilities:

Provide direct, high-level support to the Executive Director across three major divisions
Manage complex scheduling, meetings, and leadership/board preparation
Track cross-divisional projects, initiatives, and performance metrics
Draft talking points, briefings, and sensitive communications
Represent the Executive Director in select internal and external meetings

You Might Be a Fit If You:

Thrive on clarity, trust, discretion, and high accountability
Are systems-oriented, strategic, and consistently two steps ahead
Have strong emotional intelligence, excellent organizational skills, and sound judgment
Are motivated to grow into broader leadership and strategic roles
This is not a basic support position—it’s an opportunity to operate as a junior Chief of Staff, with meaningful exposure to executive leadership and long-term career growth. You’ll need to bring emotional intelligence, trustworthiness, and a behind-the-scenes leadership mindset. This role is primarily in-person, with occasional hybrid flexibility based on performance and department needs.

If you’re ready to go beyond task execution and truly elevate impact, APPLY TODAY!!!

This position is responsible for providing complex and confidential administrative support to Executive Leadership, such as an Executive Director or Elected Official. Responsible for calendar and correspondence management, compiling documents and preparation for meetings, and event/meeting coordination. Serves as the primary point of contact; screens and prioritizes correspondence. Oversees tasks and projects, prepares meeting summaries, and relays direction from leadership to employees, other departments, and other agencies. Manages administrative support processes and projects for the department. Serves as the senior administrative staff member. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function.

Essential Duties/Responsibilities
Performs complex and confidential administrative tasks, duties, and projects for Executive Leadership; administers confidential processes and related files.
Manages the schedule of the Executive Leadership Team, including scheduling and coordinating meetings, appointments, and travel arrangements, requiring coordinating with other staff members and external stakeholders.
Manages and prioritizes communications, including responding to emails, phone calls, workplace collaboration software (i.e., Microsoft Teams), etc., from employees and the public. Resolves as many questions and issues as possible before elevating.
Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions. Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
Provides general administrative support, including preparing and organizing documents, meeting minutes, reports, and presentations for executive meetings, ensuring accuracy and timely delivery.
Oversees projects and tasks: This may involve assigning tasks to other staff members, tracking progress, and ensuring that projects are completed on time and within budget.
Ensures, in the absence of Executive Leadership, requests for action and information are furnished to leadership and/or other departments in a timely manner. Identifies and troubleshoots problems; recommends and implements solutions.
Represents Executive Leadership, as requested, which may involve attending meetings on behalf of the executive, answering questions from the public, and providing support to other staff members.
Monitors the status of all tasks assigned by Executive Leadership and ensures timely completion of assigned tasks.
Coordinates meetings and strategic activities with El Paso County staff and external agencies.
Monitors and evaluates administrative support processes and policies to ensure compliance with department policies and procedures; provides recommendations for improvement and implements solutions.
Collaborates in the development of Departmental policies and procedures; communicates enhancements and policy and procedure updates with appropriate staff.
As the senior administrative staff member, may provide mentoring, training, and guidance to administrative staff.
Compiles and analyzes data from respective divisions; prepares and disseminates reports as appropriate.
Prepares resolutions, presentations, and supporting documents for Board of County Commissioners meetings and other public hearings as directed.
Provides administrative support for boards, commissions, committees, etc.
Performs other related duties as assigned.

Qualifications
Knowledge, Skills & Abilities

Must possess excellent customer service, organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize.
Demonstrated strong analytic and critical thinking skills.
Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint as well as data management systems.
Ability to exercise discretion, handle sensitive information, and maintain a high level of confidentiality.
Ability to work independently with minimal supervision and in a team environment.
Ability to demonstrate sound judgment by taking appropriate action regarding questionable findings or concerns.
Ability to establish and maintain effective working relationships among internal and external agencies including staff, executive management, elected officials, and the public.
Ability to communicate effectively, both verbally and in writing, ensuring proper grammar, spelling, and punctuation with strong attention to detail.
Ability to conduct research and present data in a succinct and well-written manner.
Ability to perform all duties and responsibilities in a timely and effective manner to achieve the overall objectives of the position.
Ability to use standard office equipment including computer, fax machine, copier, and telephone.
Maintain regular and punctual attendance.

Required Education & Experience
High school diploma or equivalent education.
Four years of administrative support or office management experience, two of which must be at the executive level.

Preferred Education & Experience
Four years of executive-level administrative support experience.

Licenses/Certificates
Must possess and maintain a valid driver’s license.
Notary public certification preferred.

Pre-Employment Requirements
Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Work Conditions
Duties are primarily performed in an office environment; some travel may be required. Position may require evening or weekend hours