Executive Assistant

Arizona Department of Administration•Phoenix, AZ

1d•$40,000 - $45,000

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, and administrative continuity. It maintains trackers and records, coordinates approved travel and service requests, prepares routine status updates and briefing materials from information supplied by responsible owners, and flags overdue items or issues requiring leadership attention. The position is located at 150 North 18th Avenue, Phoenix, Arizona 85007. All AHCCCS employees must reside in Arizona. The position remains open until filled.

Requirements

Three years of progressively responsible administrative experience, including experience using Microsoft Office or Microsoft 365 products.
Successfully pass a fingerprint background check, prior employment verifications, and reference checks.
Reside within the State of Arizona.
If driving on state business, meet applicable driver training and driving-record requirements; maintain valid motor vehicle insurance and current Arizona vehicle registration if using personal transportation.

Nice To Haves

Experience providing administrative support to upper-management-level staff.
Experience in government, healthcare, Medicaid, regulatory, audit, legal, compliance, risk-management, or a 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

Manage the Chief Compliance Officer’s calendar and coordinate internal and external meeting requests, communications, participants, logistics, agendas, briefing materials, and scheduling conflicts.
Prepare and distribute meeting materials and record minutes or summaries as assigned.
Provide administrative and executive support to the CCO and Compliance Office, including prioritizing requests, preparing correspondence, proofreading and formatting documents, routing materials for review and approval, 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 due dates, request updates, and elevate unresolved deadlines or barriers.
Coordinate committee, work-group, and governance activities, including meetings, agendas, materials, attendance, minutes, decision records, and action-item follow-up; maintain governance documentation and archives according to 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 post-travel claims, and submitting requests for Director approval and reimbursement.
Process and coordinate approved travel, registration, invoice, supply, and equipment requests.
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.
Highlight overdue items, unresolved dependencies, and decisions requiring the CCO’s or an appropriate Compliance Office lead’s attention.
Maintain approved communication materials, shared administrative resources, templates, and continuity documentation.
Complete required driver training and meet applicable driving-record requirements if driving on state business.

Benefits

10 paid holidays per year.
Paid vacation and sick time; 13 vacation days and 12 sick days per year, accrued beginning on the first day of employment and prorated for part-time employees.
Up to 12 weeks of paid parental leave per year for a newborn or newly placed foster or adopted child.
Bereavement, civic duty, and military leave.
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 for a full-time or part-time remote work schedule, subject to management discretion.