[Hiring] Executive Assistant @Arizona Department of Administration

Role Description

The Executive Assistant will support and report to the Chief Compliance Officer (CCO) and provide administrative support to the Compliance Office. Duties include:

• Managing the CCO's calendar and meeting requests.
• Coordinating meetings and preparing meeting materials.
• Documenting decisions, minutes, and action items.
• Managing correspondence and confidential records.
• Tracking deadlines and follow-up activities.
• Supporting office administration, onboarding, travel, and other operational needs.

Major duties and responsibilities include but are not limited to:

• Schedule and manage the Chief Compliance Officer's extensive calendar of internal and external meetings.
• Provide general administrative and executive support to the CCO and the Compliance Office.
• Provide administrative support for committees, work-groups, and other governance activities.
• Maintain confidential Compliance Office records and administrative workflow documentation.
• Responsible for processing in-state and out-of-state travel requests for the Compliance Office.
• Process and coordinate approved travel, registration, invoice, supply, and equipment requests.
• Support Compliance Office information, communication, executive reporting, and administrative continuity needs.

Qualifications

• Minimum: Three years of progressively responsible administrative experience, including experience using Microsoft Office or Microsoft 365 products.
• Preferred: Experience providing administrative support to upper management level staff.
• Experience providing administrative support in a government, healthcare, Medicaid, regulatory, audit, legal, compliance, risk-management, or similarly sensitive environment.
• Experience managing complex executive calendars and preparing agendas, minutes, decision records, and action-item tracking.
• Experience with SharePoint, Teams, ServiceNow, or similar document-management and workflow systems.

Requirements

• Successfully pass fingerprint background check, prior employment verifications and reference checks.
• Travel may be required for State business.
• Employees who drive on state business must complete any required driver training.
• Must have an acceptable driving record for the last 39 months.
• Employees may be required to use their own transportation and maintain valid motor vehicle insurance and current Arizona vehicle registration.

Benefits

• 10 paid holidays per year.
• Paid Vacation and Sick time off (13 and 12 days per year respectively).
• Paid Parental Leave - Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Other Leaves - Bereavement, civic duty, and military.
• A top-ranked retirement program with lifetime pension benefits.
• A robust and affordable insurance plan, including medical, dental, life, and disability insurance.
• Participation eligibility in the Public Service Loan Forgiveness Program.
• RideShare and Public Transit Subsidy.
• A variety of learning and career development opportunities.