The Arizona Department of Administration, General Services Division (GSD), is seeking an experienced Executive Assistant to oversee a variety of administrative assignments and special projects assisting GSD's executive team. This position provides executive staff support, technical assistance and administrative duties to the Assistant Director and executive staff to include project and office management, and prepares meeting request notices/calendaring.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. This is a hybrid position that will require regular in-person work at least once per week. All work, including remote work, should be performed within Arizona, unless an exception is properly authorized in advance.

• Manages special projects and events
• Creates standard work, documentation, memos, research, reports and or presentations as directed by the Executive team.
• Provides follow-up to ensure completion and time lines of projects.
• Anticipates needs based on scheduled activities and ensures timely delivery.
• Office coordination including bill tracking, payments, requisitions, purchase orders, business cards, maintains office supplies, agency files, electronic files, maintenance of machines, phones, teleconference and meeting room scheduling, and mail.
• Responsible for planning, updating and attending GSD Executive huddles.
• Participates in the Arizona Management System (AMS) initiatives and applies the concepts to the function.
  

Knowledge of:

• Office Management
• Management of executive level staff schedules and support
• Project Management methodologies, best practices and application

Skills In:

• Google suite of applications - Mail, Calendar, Docs, Sheets, and Slides
• Scheduling and calendaring
• Travel; event logistics and planning
• Strong verbal and written communications
• Document and content management solutions (paper and digital)
• Managing projects
• Time management and organizational techniques
• Establishing and maintaining interpersonal relationships

Ability to:

• Adjust quickly to changing conditions
• Drive a process forward with a strong sense of urgency
• Problem-solve, analyze processes, and make recommendations for process improvement
• Stay task-focus
• Make well thought-out recommendations
• Research and collect relevant data and information
• Maintain confidentiality and discretion in handling sensitive/private information

• The successful candidate will possess a Bachelor’s Degree from an accredited college or university, and at least 5 years of administrative or executive support in a fast-paced environment.

• Requires possession of and the ability to retain a current, valid state-issued driver’s license appropriate to assignment.
• Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driving training (see Arizona Administrative Code R2-10-207.12).
  

The Arizona Department of Administration offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
  

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Positions in this classification participate in the Arizona State Retirement System (ASRS).
• Please note, enrollment eligibility will become effective after 27 weeks of employment.
  

• If you have any questions please feel free to contact Christopher Langseth at christopher.langseth@azdoa.gov 480-645-2290 for assistance.