Executive Assistant

Arizona Department of Administration•Phoenix, AZ

About The Position

The Executive Assistant supports and reports to the Chief Compliance Officer (CCO) and provides administrative support to the Compliance Office. The role manages the CCO’s calendar and meeting requests; coordinates meetings and prepares materials; documents decisions, minutes, and action items; manages correspondence and confidential records; tracks deadlines and follow-up activities; and supports office administration, onboarding, travel, and other operational needs. The position also supports committees, work groups, governance activities, executive reporting, information and communication needs, and administrative continuity. It maintains tracking tools and records, coordinates approved travel and purchasing requests, and assembles routine updates and reports using information supplied by responsible owners. The role is based at the Office of the Director in Phoenix, Arizona. All AHCCCS employees must reside in Arizona. Remote work may be available as a management option and is not an employee entitlement.

Requirements

Three years of progressively responsible administrative experience.
Experience using Microsoft Office or Microsoft 365 products.
Successfully pass a fingerprint background check, prior employment verifications, and reference checks; employment is contingent on completion of these processes and the agency’s ability to reasonably accommodate any restrictions.
All AHCCCS employees must reside within Arizona.
All newly hired State employees must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
If driving on State business, meet applicable driver-training and driving-record requirements; maintain valid motor vehicle insurance and current Arizona vehicle registration if required to use personal transportation.

Nice To Haves

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.

Responsibilities

Schedule and manage the Chief Compliance Officer’s extensive calendar of internal and external meetings.
Coordinate meeting requests, correspondence, executive communications, participants, logistics, agendas, briefing materials, and scheduling conflicts; prepare and distribute meeting materials; and record minutes or summaries as assigned.
Provide general administrative and executive support to the CCO and Compliance Office, including prioritizing requests, preparing routine correspondence, proofreading and formatting documents and presentations, coordinating review and approval routing, and maintaining contact and distribution lists.
Maintain administrative trackers for policy reviews, training activities, reporting deadlines, audit and regulatory requests, corrective actions, and other commitments; monitor dates and status, request updates, and elevate unresolved deadlines, dependencies, or barriers.
Coordinate committee, work-group, and governance meetings, including agendas, materials, attendance, minutes, decision records, and action-item follow-up; maintain associated documentation and archives in accordance with records-retention requirements.
Maintain confidential Compliance Office records and administrative workflow documentation.
Process in-state and out-of-state travel requests, including submitting justifications for approval, processing travel claims after travel, and submitting requests for Director approval and financial reimbursement.
Process and coordinate approved travel, registration, invoice, supply, and equipment requests.
Support Compliance Office information, communication, executive reporting, and administrative continuity needs.
Assemble routine status updates, dashboards, briefing materials, and executive reports using information supplied and validated by responsible owners; review for completeness, consistency, formatting, and timely submission; and highlight overdue items, dependencies, and decisions requiring attention.
Maintain approved communication materials, shared administrative resources, templates, and continuity documentation.

Benefits

10 paid holidays per year.
Paid vacation and sick time: 13 vacation days and 12 sick days per year, beginning on the first day of employment and prorated for part-time employees.
Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child.
Bereavement, civic duty, and military leave.
A retirement program with lifetime pension benefits through the Arizona State Retirement System.
Medical, dental, life, and disability insurance.
Eligibility to participate in the Public Service Loan Forgiveness Program, subject to qualifications.
RideShare and public transit subsidy.
Learning and career development opportunities.
Option of a full-time or part-time remote work schedule, subject to management approval and the agency’s ability to terminate a remote-work agreement.
Voluntary tax-deferred retirement investments through the Deferred Retirement Compensation Program administered by Nationwide.
Required participation in the Long-Term Disability and ASRS Retirement plans, with pre-tax payroll contributions beginning after a 27-week waiting period unless prior contributions waive the waiting period.