Executive Assistant
Executive Assistant
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Job Description
DEPARTMENT OF ECONOMIC SECURITY
Your Partner For A Stronger Arizona.
DES works with families community organizations advocates and state and federal partners to realize our collective vision: A thriving Arizona.
DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals families and communities for a better quality of life.
EXECUTIVE ASSISTANT
OFFCE OF INSPECTOR GENERAL
Emergency Planning and Preparedness Administration
1789 West Jefferson Street Phoenix Arizona 85007
Salary: $46254.31 $56533.05
Grade: 19
Closing Date: 04/30/2025
Would you like to be part of an amazing team that helps Arizonans thrive At the Department of Economic Security (DES) we strengthen individuals families and communities for a better quality of life. DES is looking for individuals who are committed to service community and teamwork. To learn more about DES please visit ; or click on the link here to view Our DES video. Come Join the DES Team!
DES is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. This role provides high level administrative support to the Emergency Planning and Preparedness Administration. This position monitors administrative actions assigns them to relevant program personnel for response and ensures timeliness reviews responses and edits content and format for the administrators approval and signing. Writes memos prepares responses and handles the administrators schedule which includes scheduling and preparing for all meetings. Prepares minutes and follows up on action items where applicable; engages with internal agency and partner staff as needed. Maintains correct position control data for administration. Coordinates extensively across programming areas of the administration and handles travel arrangements for administrative personnel. This job will represent the administrator and/or assist with meetings and special projects. Will assist with various special tasks as needed.
This position may offer the ability to work remotely within Arizona based upon the departments 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 States 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.
Essential Duties and Responsibilities include but are not limited to:
Provides the administrator and program managers technical support and administrative knowledge. Develops and implements plans in collaboration with the administrator to guarantee effective operations. Creates presentations that highlight the administrations functional responsibilities and objectives.
Ensures timely preparation of minutes reports and correspondence ensuring the Administrator is wellprepared for all meetings and handling confidential issues.
Represents Administrator in resolving issues with internal Managers gathering statistical data for reports and research projects managing special projects.
Consult with guide and guides program manager regarding goals and ensures objectives are met on time manages paperwork and seeks Administrator approval to ensure the smooth of all tasks.
Maintains accurate position control information and performs extensive coordination between programmatic areas within the administration. Makes travel arrangements for administration staff; reviews and ensures the accuracy of travel claims submitted for reimbursement.
Knowledge of:
Organization procedures analysis and policy development.
State and federal rules and regulations governing the area of assignment.
Extensive experience with MS Office and Google Applications (GMail Google Drive Google Docs Sheets etc).
leadership principles and practices organization and management practices.
Data and statistical analysis and reports Strategy and program goal development.
Style and format of difficult and complex report preparation routine letter and memo composition.
Skills In:
Reading writing and proofing documents; oral and written communication.
Assisting an administrator in their daytoday operations.
Prioritizing duties and meeting timelines.
Effective verbal and written communication with internal and external customers.
Developing and utilizing resources and materials.
Ability to:
Ability to use a variety of computer software.
Use good judgment in handling complex situations.
Work independently or as a member of a work group.
Establish and maintain effective working relationships with staff and external partners.
Multitask handle changing priorities and set priorities.
This ideal candidate for this position will have:
Experience in formal written correspondence as well as knowledge of data preparation and analysis.
This position may require driving or the use of a vehicle as an essential function of the job to conduct State business then the following requirements apply: Drivers License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current valid classappropriate drivers license complete all required training and successfully pass all necessary drivers license record checks. The license must be current unexpired and neither revoked nor suspended. Employees who drive on state business are subject to drivers license record checks must maintain acceptable driving records and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C. R210207.11.
Valid Arizona drivers license.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (EVerify).
The Arizona Department of Economic Security offers a comprehensive benefits package to include:
Affordable medical dental life and shortterm disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and longterm disability plans
10 paid holidays per year
Vacation time accrued at 4.00 hours biweekly for the first 3 years
Paid Parental LeaveUp to 12 weeks per year paid leave for newborn or newlyplaced foster/adopted child (pilot program).
Sick time accrued at 3.70 hours biweekly
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities
Flexible schedules to create a work/life balance
By providing the option of a fulltime or parttime remote work schedule employees enjoy improved work/life balance report higher job satisfaction and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
Learn more about the Paid Parental Leave pilot programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page
State employees are required to participate in the Arizona State Retirement System (ASRS) the State sponsored retirement contribution plan and the LongTerm Disability (LTD) program after a 27week waiting period. The ASRS defined benefit plan provides for lifelong income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of taxdeferred retirement investments.
On or shortly after your first day of work you will be provided with additional information about the available insurance plans enrollment instructions submission deadlines and effective dates.
For questions about this career opportunity please contact Shannon Anguiano ator
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contactingor Requests should be made as early as possible to allow sufficient time to arrange the accommodation.
Employment Type
Full-Time
