Executive Assistant

The Vermont Department of Libraries is seeking a motivated, detailed oriented, Executive Assistant for a full-time exempt position. This is a unique opportunity to join a dynamic team in a fast-paced environment. The position location is on-site at our Barre, VT office. For more information on exempt positions, click here.

Job Responsibilities:
Provide administrative support to ensure efficient operation of Department.
Answer general calls and emails and refer to appropriate Department staff.
Schedule in-person and hybrid meetings and welcome visitors to the Department.
Manage Commissioner's calendar including legislative obligations, meetings, and visits to libraries throughout the state.
Coordinate scheduling, agendas, and materials for various boards and committees.
Prepare and maintain budget spreadsheets.
Process accounts payable.
Compile reports for Department's business office, grant funders, and federal funding agency.
Carry out administrative duties such as preparing correspondence, copying, scanning, filing, etc.
Manage workflow of various forms requiring signature authority.
Track legislative calendars, bill reviews, reports, and studies.
Coordinate approval and payment of invoices and statements.
Process on- and off-boarding of personnel.
Make travel arrangements for staff such as booking flights, cars, and hotel reservations.
Oversee operation of equipment by scheduling repairs, maintaining inventory, and ordering new equipment.
Maintain supply inventory by checking stock to determine inventory level, anticipate needed supplies, and manage supply orders. 
Attend and take minutes at meetings.
Post agendas, minutes, and updates to the Department website.
Provide administrative support to the Board of Libraries.
Serve as a Safety Warden and oversee the department's Continuity of Operations Plan.
Other duties as assigned.