Executive Staff Assistant

Arizona Department of Administration•Phoenix, AZ

1d•Hybrid

About The Position

The Executive Staff Assistant for the Health Plan plays a crucial role in supporting the effective operation of the Department of Child Safety Comprehensive Health Plan (DCS CHP) and provides high-level administrative support to the DCS CHP Senior Leadership Team. The role requires meticulous attention to detail and excellent organizational skills. The Executive Staff Assistant must possess a keen ability to manage multiple tasks simultaneously and exhibit a proactive approach to problem-solving. They must be adept at handling confidential information with discretion and integrity. The position demands exceptional written and verbal communication skills, as well as proficiency in office software and technology to streamline administrative functions and enhance productivity. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. 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

Healthcare terminology preferred
Office professional principles and practices
Business English, grammar, and spelling
Intermediate to advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, CoPilot), and experience with business technologies
Excellent written and verbal communication skills, with the ability to communicate professionally at all organizational levels and with external stakeholders
Exceptional organizational skills, ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines
Data gathering and statistical report generation
Working as part of a multi-disciplinary team
Time management and organizational skills
Problem-solving and critical thinking
Attention to detail and accuracy
Customer service and interpersonal skills
Project management and coordination
Understand leadership's goals and contribute to strategic planning and decision-making
Plan, coordinate, analyze, and establish priorities
Handle sensitive information with confidentiality and discretion
Coordinate meetings
Identify and solve problems, make sound decisions, and exercise good judgment
Learn and adhere to Department of Child Safety Comprehensive Health Plan (DCS CHP) policies and procedures
Manage competing priorities
Establish and maintain effective working relationships with co-workers and external stakeholders
Be attentive to details
Solicit feedback
Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver license record check, must maintain acceptable driving record and must complete any required driving training (see Arizona Administrative Code R2-10-207.12). Employees may be required to use their own transportation as well as maintain valid motor vehicle insurance and current Arizona vehicle registration. Mileage may be reimbursed, if applicable.
The ability to secure and maintain clearance from the DCS Central Registry.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Responsibilities

Compose and prepare email correspondence; assist with summarizing information and data from multiple sources into executive summaries and make appropriate edits; prepare statistical and narrative reports for DCS CHP Leadership across various program areas. This includes generating presentation materials for meetings and ensuring all documents are error-free and professionally formatted.
Assist in researching and analyzing trends and other activities related to healthcare for children in foster care. Prepare and assemble background materials, documentation, and information for briefings, meetings, or conferences as requested. Contribute to decision-making processes by providing detailed insights and recommendations based on research findings.
Provide support to the DCS CHP Leadership by overseeing day-to-day office operations, delegating projects to staff, and ensuring their completion in a timely manner. Review processes, implement process improvement solutions, and maintain an organized workspace. Manage office supplies and maintain equipment to ensure operational efficiency.
Schedule appointments, coordinate meeting logistics and preparation, and manage calendars for DCS CHP Senior Leadership Team members as needed. This includes preparing agendas, distributing meeting materials, taking minutes, and following up on action items. Attend meetings on behalf of the DCS CHP Leadership as requested to ensure consistent communication and continuity.
Coordinate and manage internal and external communications, ensuring that messages are clear, professional, and aligned with organizational objectives. Draft and proofread communications such as reports, memos, and presentations. Act as a point of contact between DCS CHP Leadership and other departments, stakeholders, and external partners, maintaining positive and effective working relationships.
Other duties as assigned as related to the position.