Executive Assistant

Arizona State Government; Hyde Park Township (IL); On-site; USD 54,000 - 65,000; Full time

Job summary

The Executive Assistant to the Secretary of State provides high-level administrative support, including managing calendars, scheduling meetings, and supporting Constituent Services tasks. This role requires in-person work and excellent organizational skills. Ideal candidates are proactive and detail-oriented.

Benefits

Sick Leave

Vacation

Paid Holidays

Health Insurance

Retirement

Life and Disability Insurance

Qualifications

• Detail-oriented, proactive, organized, able to handle fast-paced environments.

Responsibilities

• Manage calendars, schedule meetings, and coordinate daily activities.
• Handle communications, including phone, email, and correspondence.
• Arrange travel and prepare reimbursements.

Skills

Communication

Interpersonal Relations

Problem-Solving

Analytical Thinking

Professionalism

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

SECRETARY OF STATE (DEPT OF STATE)

MISSION STATEMENT

The Office of the Arizona Secretary of State aims to:

• Preserve our history
• Promote engagement
• Protect the future

We strive to be trusted, accessible, innovative, and secure in fulfilling this mission.

Position: Executive Assistant

Location: 1700 W. Washington St., Phoenix, AZ 85007

Salary Range: $54,000 - $65,000

Grade: 22

Job Summary

The Executive Staff Assistant & Scheduler provides high-level administrative support to the Secretary of State and the Executive Team. Responsibilities include managing calendars, scheduling meetings, arranging travel, handling communications, and supporting administrative functions. This role also involves Constituent Services tasks such as processing legislative filings, managing requests for the Great Seal, attesting signatures, and maintaining office supplies.

This position requires in-person work at the Capitol from 8:00 AM to 5:00 PM, Monday through Friday, with no remote work. Ideal candidates are detail-oriented, proactive, organized, and able to handle fast-paced environments with sound judgment and excellent customer service skills.

Key Responsibilities

1. Manage calendars, schedule meetings, and coordinate daily activities.
2. Handle communications, including phone, email, and correspondence.
3. Arrange travel and prepare reimbursements.
4. Support Constituent Services tasks such as legislative filings and managing official documents.
5. Maintain office supplies and organization.
6. Perform additional duties as assigned (5-10%).

Knowledge, Skills & Abilities

Knowledge of: Microsoft Office Suite, virtual meeting platforms, state travel policies, working with high-level executives.

Preferred knowledge of: Performance Management, CQI, Lean methodologies.

Skills in: Communication, interpersonal relations, problem-solving, analytical thinking, professionalism.

Ability to: Prioritize, work in-person, be organized, maintain confidentiality, work in a team environment, and support diversity and inclusion.

Preferred Qualifications

Bachelor's degree or relevant experience.

Pre-Employment Requirements

Valid AZ Driver's License. Successful completion of E-Verify.

Benefits

Includes sick leave, vacation, paid holidays, health insurance, retirement, life and disability insurance, and optional benefits. Remote work options are available but at management discretion.

Retirement

The State contributes equally to your retirement plan, with a 27-week wait period for contributions to start.

Contact

The State of Arizona is an Equal Opportunity Employer.