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Executive Assistant

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State of Arizona

1mo ago

  • Job
    Full-time
    Mid & Senior Level
  • Government & Politics
    People, HR & Administration
  • Phoenix

AI generated summary

  • You need proficiency in Microsoft Suite, strong communication skills, problem-solving abilities, analytical skills, a degree or relevant experience, and an AZ Driver's License.
  • You will manage calendars, schedule meetings, handle correspondence, coordinate travel, assist with constituent services, maintain office organization, and support various administrative tasks.

Requirements

  • Microsoft Suite programs including Outlook, Word, Excel, PowerPoint, etc.
  • Working with high-level executives and team
  • State policies and procedures pertaining to travel
  • How to operate and troubleshoot virtual meeting platforms such as Microsoft Teams and Zoom, etc.
  • Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
  • Communication: Deliver high-level oral and written communication via speech, phone, emails, letters, etc.; active listening and understanding needs
  • Interpersonal: verbally communicate clearly and effectively in one-on-one and group settings with officials, managers, and representatives of the State
  • Problem Solving: Ability to use initiative, creativity, and resourcefulness to identify appropriate resources and data needed to complete tasks, anticipate needs, and support agency objectives
  • Analytical: Appropriately develop tools and analyze compliance, formulate and identify effective solutions to problems. Conduct research and extract, compile, analyze, and present information in support of contract compliance and benchmarking.
  • Proficient in managing calls with efficiency and professionalism.
  • Prioritize tasks and manage time effectively
  • Work in-person from 8am-5pm, Monday through Friday with an hour break for lunch.
  • Be highly efficient and well organized while maintaining flexibility
  • Detail Oriented
  • Perform complex duties including those of a confidential nature in the administration of executive responsibilities
  • Able to work effectively and collaboratively in a fast-paced, team-work oriented environment with multiple personalities while also being assertive
  • Take Initiative
  • Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.
  • Maintain the highest level of professionalism and confidentiality.
  • Bachelor's degree or relevant experience.
  • AZ Driver's License.
  • All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Responsibilities

  • Provides administrative, logistical and light IT support (e.g. virtual meeting set-up) for meetings and appointments. Schedules, organizes, arranges, and prepares for meetings and coordinates and maintains calendars; attends meetings to provide support when needed; takes meeting minutes, action items, and follows-up; meets, greets, and escorts visitors for meetings, etc.
  • Answers phone calls, monitors emails, voice mails, and other correspondence for follow-up and action items. Organizes, tracks, and maintains documentation for groups in shared folders. Tracks progress, action items and results for projects. Develops and maintains distribution lists. Drafts and manages correspondence by and on behalf of the Secretary to other government agencies and outside partners.
  • Makes travel arrangements in accordance with State travel policy including booking flights, hotels, and transportation for the Secretary and Executive Team; prepares travel reimbursements upon completion of travel for the Secretary and Executive Team.
  • Assists with Constituent Services: processing and uploading legislative filings as well as maintaining copies for the State Legislature, processing loyalty oaths of office as they come in, manages requests for usage of the Great Seal of the State of Arizona, attesting the Secretary's signature to various government related documents, uploading these documents to the appropriate drive, and inputting the information into the Administrative log book. Help with Proclamations and Flag Certificates.
  • Maintains a professional and organized office environment by monitoring office supplies, creating purchase orders, processing incoming/outgoing mail, and keeping up the overall appearance of the office. Maintaining a log of incoming requests and disposition them; update contact lists, monitor the Secretary's email.
  • Other duties as assigned as related to the position (Typically 5-10%).

FAQs

Do we support remote work?

No, this position requires in-person support at the Capitol from 8:00 AM to 5:00 PM, Monday through Friday, with no remote work option.

What is the salary range for this position?

The salary for this position ranges from $54,000 to $65,000.

Is there a requirement for prior experience?

A bachelor's degree or relevant experience is preferred for this role.

Are there opportunities for professional development?

The State of Arizona prioritizes a work culture that supports employee development and offers various benefits, though specific professional development programs are not detailed in the job description.

What are the essential skills required for the Executive Assistant role?

Essential skills include strong organizational abilities, effective communication, problem-solving, analytical skills, and proficiency in Microsoft Suite programs.

What type of tasks will the Executive Assistant be responsible for?

Key responsibilities include managing calendars, scheduling meetings, making travel arrangements, processing legislative filings, and maintaining office supplies.

Will the Executive Assistant handle communications on behalf of the Secretary?

Yes, the role involves drafting and managing correspondence on behalf of the Secretary to other government agencies and outside partners.

What are the working hours for this position?

The working hours are from 8:00 AM to 5:00 PM, Monday through Friday, with an hour break for lunch.

Are there any benefits associated with this position?

Yes, the State of Arizona offers a comprehensive benefits package including sick leave, vacation, health and dental insurance, and a retirement plan, among others.

Is there a requirement for a driver's license?

Yes, an Arizona Driver's License is required if driving is an essential function of the job for conducting State business.

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State of Arizona

Government
Industry
10,001+
Employees
1912
Founded Year

Mission & Purpose

Arizona is on a mission to become the #1 state in the nation in which to live, work, play, get an education, and retire. Arizona state government plays a vital role in making this happen, and in order to maximize our potential the State of Arizona must operate in way that demonstrates a business-like approach. We are looking for enthusiastic and talented people to join the team.

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