Job Description

Role and Responsibilities

The role reports to the Administrative Assistant to the Director at State Materials Office (SMO). It supports

meeting and event coordination, information management, and communication across SMO, ensuring efficient

operations and a well-organized work environment. Responsibilities span calendar and resource management,

documentation, communication, and process improvements. The ideal candidate will have strong organizational

skills, attention to detail, and the ability to work in a fast-paced environment.

Specific duties include:

• Meeting and Event Coordination: Oversee the scheduling, planning, and logistical arrangements for meetings and events, including room reservations, configuration, technology, and resource needs. Collaborate with team members to confirm and manage recurring schedules and adjust dates or attendees as necessary.
• Documentation and Communication: Attend meetings to capture and distribute notes, minutes, and other relevant documents. Manage announcements and notifications regarding personnel changes and updates within SMO, as well as content for departmental displays and communication channels.
• System and Resource Management: Manage email distribution lists and membership across various platforms. Regularly update the Travel and Training App with approvals, calendar entries, and generate reports as needed.
• Recognition and Engagement Initiatives: Support Employee of the Month program and other recognition activities by drafting announcements, printing certificates, and updating organizational materials, as well as contributing content for department monitors highlighting news, events, and key announcements.
• Information and Resource Library Maintenance: Maintain an organized repository of photos, videos, and shared resources by documenting events, soliciting content, and managing folders. Update and maintain internal SharePoint content for resource accessibility.
• Process Improvement: Recommend and implement improvements for documentation, shared sites, and digital processes. Collaborate with technical teams to refine workflows, update procedures, and ensure information is current and accessible.
• Additional Support: Provide general administrative and operational support as needed or as requested by the Administrative Assistant.

Qualifications and Education Requirements

Qualifications and Education Requirements

Preferred Skills

• Strong communication and interpersonal skills

• Organized and highly motivated

• Data entry and quality review experience

• Specific computer skills, Outlook Email, Excel, Word, PowerPoint, and SharePoint.

• Technical writing skills.

• Be able to multi-task and work well with others or individually to meet common goals.

Additional Notes

This position operates in a professional office setting and may require occasional travel for meetings and events. The role may involve periodic extended hours for high-priority projects.

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