Executive Operations Specialist

The Executive Operations Specialist position in the Office of Governor Tim Walz and Lieutenant Governor Peggy Flanagan works in the Executive Operations Department. The Executive Operations Specialist plays a critical role within the Executive Operations Department, working with staff, cabinet members, legislators, and the public to help support the Governor, First Lady, Lt. Governor, and Chief of Staff. This role assists with executive staffing, managing communications, assembling the schedule for Governor’s Office principals, compiling scheduling materials, and overseeing day-to-day office work. The Executive Operations Specialist also provides part-time support to the Deputy Chief of Staff for Policy and Legislative Affairs during the legislative session.

Primary Responsibilities

Executive Support (30%)

• Staff the Governor, First Lady, and Lt. Governor at meetings and events as needed when the Governor, First Lady, and Lt. Governor’s primary staffers are unavailable

• Staff the principals in meetings, during office time, at events, and during travel time

• Assist the principals in staying on schedule, accommodate last- minute changes as updates occur, manage expectations, and ensure the principals are prepared for each meeting with accurate information and briefing materials

• Communicate in real time with the Executive Operations Team to monitor principals’ movements and respond to principals’ needs

• Communicate in real time with advance staff to ensure events run smoothly and

           the principals’ needs and expectations are met

• Utilize travel time to prepare the principals for upcoming events, review outstanding requests and check-ins from staff, and allow down time as necessary

• Manage the principals’ movement through event spaces and large crowds, interact appropriately with constituents as needed, and organize photo opportunities with constituents and the principal as appropriate

• Record necessary action items following events/meetings and coordinate timely follow-up with the appropriate staff or constituent, depending on the nature of the ask

• This role is the primary back up aide for Governor’s Executive Aide, Special Assistant to the First Lady, Lt. Governor’s Executive Aide, and Coordinator for the Chief of Staff

Scheduling Support (30%)

• Schedule and fill-in for the Governor’s Scheduler, Special Assistant to the First Lady, Lt. Governor’s Scheduler, and Coordinator for the Chief of Staff to direct and manage principal schedules. This role is the primary back-up scheduler for these principals and participates in on-duty weekend rotation

• Coordinate surrogates for official events principals are unable to attend, working closely with commissioners and their assistants

• Decide which internal staff department should lead on every event once it is confirmed

• Coordinate logistics with event requester and internal staff lead once event is confirmed

• Participate in weekly interdepartmental scheduling discussions to review incoming requests from community partners and key stakeholders

• Organize and track incoming and outgoing scheduling requests, including internal staff requests, agency requests, and external stakeholder requests

• Provide information to and work with Executive Protection on advance and logistical

information as it relates to the Governor, First Lady, and Lt. Governor’s day

Operational Support (40%)

• Coordinate with Director of Executive Operations and partners in other departments to ensure timely delivery of briefing materials

• Audit briefing materials for clarity of logistical information; work with event leads and Director of Executive Operations to fill gaps and ensure high quality of briefing materials for principals

• Oversee creation of and participate in delivering principals’ daily briefing book

• Onboard new hires in other departments to Executive Operations processes and practices, especially for event briefs, advancing, and staffing

• During legislative session (January – May), provide part-time operational support for DCoS for Policy & Legislative Affairs

• Work with Policy and Legislative Coordinator to prepare for in-person meetings and events led and/or attended by the DCoS for Policy & Legislative Affairs

• Serve as on-site support staff during end-of-session negotiations between Governor’s Office senior staff and caucus leaders

Competencies and Qualifications

Strong communication and interpersonal skills, highly organized and flexible. Process-driven and focused. Relationship-builder and problem-solver. Flexibility to manage updates and changes at a rapid pace and work some nights and weekends. Proficient at Microsoft Office products, especially Word, Outlook, Teams, and Access.

Ability to solve problems, make decisions, and manage change. Ability to collaborate, empower, and motivate people to achieve results. Knowledge and understanding of the executive branch of state government.

Deeply believes that diversity, equity, and inclusion are important and is driven to act on this belief. Recognizes ways that race, and other identities intersect and play out, especially within the communities contacting the Governor’s office. Understands the historical context for racial inequity, and its present-day implications in Minnesota. Continually able to listen, reflect, and act on feedback regarding equity and inclusion with the aim to learn. 

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being

• Training, classes, and professional development
• Federal Public Service Loan Forgiveness Program
• Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

To be considered for this exciting opportunity with the Walz-Flanagan Administration, please submit your cover letter and resume to: gov.careers@state.mn.us by May 31, 2024