Executive Asst To The Board

Arizona Department of Administration•Phoenix, AZ

8d•$42,993 - $52,409•Hybrid

About The Position

The Executive Assistant to the Board of Directors is responsible for facilitating complex administrative functions and providing critical staff support for the Superintendent and the Board of Directors. This position may be available for remote work within Arizona. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and 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. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Requirements

Knowledge of policies, procedures, and programs of the immediate work unit.
Knowledge of principles and practices of administration and management.
Knowledge of agency or program rules, regulations, and operating procedures.
Knowledge of administrative and clerical procedures and systems such as word processing, file and records management, transcription, and the design of professional forms and office workflows.
Knowledge of principles and processes for providing high-quality personal and customer service, including stakeholder needs assessment, service quality control, and satisfaction evaluation.
Knowledge of pertinent federal, state, and local laws, codes, rules, regulations, and statutes governing public entities, state education, and board administration.
Demonstrated skill/ability in Active Listening - Giving full attention to what people are saying, taking time to understand the points being made, asking questions when appropriate, and not interrupting at inappropriate times.
Demonstrated skill/ability in Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
Demonstrated skill/ability in Writing - Communicating effectively in writing as appropriate for the needs of the audience.
Demonstrated skill/ability in Speaking - Talking to others to convey information effectively.
Demonstrated skill/ability in Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Demonstrated skill/ability in Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
Demonstrated skill/ability in Time Management - Managing one's own time and the time of others.
Demonstrated skill/ability in Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Must be able to pass FBI and State background check or valid IVP Fingerprint Clearance Card as position requires by policy or Statute.
Defensive Driver Training Program to be completed by all agency personnel that drive on State business.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Minimum of three (3) years of senior-level administrative experience (preferably supporting a governing board or executive leadership)
A relevant Associate’s or Bachelor’s degree is highly preferred, though an equivalent combination of education and high-level administrative experience will be considered.
Proficiency with the Microsoft Office Suite (e.g., Excel, Word, PowerPoint) or Google Workspace (e.g., Docs, Sheets, Slides), alongside demonstrated experience navigating State of Arizona operational systems, such as the Arizona Procurement Portal (APP) and the Time and Attendance Management System (e.g., AZ360).
Experience utilizing electronic board document management programs (e.g., Diligent Community).
Proficiency in conference call, video conferencing, and virtual meeting management.
Proficiency in the structure and content of the English language, including advanced rules of composition, grammar, spelling, and professional writing mechanics.
Knowledge of Arizona Open Meeting Law requirements preferred.
American Sign Language (ASL) skills preferred.
Spanish communication skills preferred.

Responsibilities

Record, produce, disseminate, and archive the official record of all Board of Directors meetings and prepare materials and logistics necessary for all Board activities.
Provide high-level administrative support by handling information requests, preparing reports, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
Exercise independent judgment and make decisions that have an impact on matters of significance and organizational operations.
Utilize broad organizational knowledge to accurately apply and interpret agency policies, rules, and regulations.
Travel to agency sites and meeting locations as necessary to fulfill job responsibilities.
Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.