Administrative Specialist

The Management Support Services team is seeking a highly organized detail-oriented Administrative Specialist who acts as more than just supportyou are an operational hub for our this role you will manage day-to-day administrative landscapes drive executive-level efficiency and ensure the seamless operation of a top-performing organization.

We are looking for a self-starter with a curious mindset who thrives while working independently and can masterfully navigate multiple high-priority assignments simultaneously. As a central resource for our Director Deputy Director Chief Operations Officer and Board of Trustees you will use critical thinking to solve complex issues with a high degree of diplomacy and flexibility. This position offers the modern flexibility of a hybrid work environment (within Arizona) balancing remote work with regular onsite presence based on business needs and sustained performance.

Governance & Board Facilitation

• Lead the Lifecycle of Public Meetings: You will have significant involvement in Board of Trustee and Committee meetings taking ownership of scheduling and facilitation in strict accordance with open meeting laws and agency policies.
• Precision Record-Keeping: Record transcribe and post-meeting minutes within established guidelines ensuring an accurate and professional public record.

Executive Orchestration & Communication

• Strategic Support: Provide high-level problem-solving support to the senior and executive management team including complex calendar management and organizing intricate travel logistics.
• Diplomatic Liaison: Coordinate communication between ASRS membership the general public and the Board of Trustees.
• Communication Mastery: Vet incoming inquiries to determine the appropriate responder and draft sophisticated professionally formatted responses on behalf of leadership.

Project Management & Process Improvement

• Dynamic Documentation: Create and update high-impact written documents presentations and substantial documentation to support various agency projects.
• Strategic Research: Assist leadership with special projects by conducting research monitoring documentation and preparing detailed reports.
• Operational Excellence: Manage speaking engagements and handle fiscal administrative tasks such as processing expense reports and invoices with meticulous attention to detail.

To thrive as an Administrative Specialist at ASRS we look for a blend of high-level technical expertise and the soft skills that define a modern professional. We are seeking a teammate who approaches tasks with a positive attitude intellectual curiosity and a focus on process improvement.

Core Competencies

• Strategic Time Management: You possess elite organizational skills and the ability to juggle multiple high-priority projects simultaneously. You remain productive and composed while resolving time-critical issues even when faced with frequent interruptions.
• Executive Presence & Diplomacy: You maintain a high level of professionalism and a polished demeanor in all interactions. You act as a seamless liaison between agency membership the public and executive leadership handling sensitive information with strict confidentiality.
• Governance & Compliance Expertise: You have a deep understanding of open meeting laws and record retention requirements. You can confidently schedule facilitate and record formal minutes for high-level meetings ensuring all actions comply with legal and agency policies.
• Critical Thinking & Problem-Solving: You are a self-starter who uses sound judgment to navigate unanticipated situations independently. You apply curiosity to research projects and partner with the team to identify areas for process improvement.
• Dynamic Communication: You possess exceptional written and verbal communication skills including the ability to draft substantial documentation and presentations. You are comfortable and effective when required to speak publicly during official meetings.

Technical Skills & Experience

• Software Mastery: Demonstrated proficiency in the full Microsoft Office Suite Google Suite and Adobe Acrobat Pro is required.
• Professional Background: A minimum of three years of administrative experience with a strong preference for candidates who have supported director-level professionals or a Board of Trustees.
• Governance Track Record: At least one year of specific experience coordinating high-level meetings and transcribing formal minutes.
• Education & Knowledge (Preferred): Completion of a 1-2 year community college or vocational program and familiarity with the complexities of pensions and investments.
• Operational Flexibility: The ability to occasionally work after regular business hours to conduct committee meetings as needed.

• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Candidates selected for hire will be subject to a background investigation to include credit and criminal history.

The State of Arizona offers a comprehensive benefits package that includes:

• Robust and affordable insurance plans (medical dental life short-term and long-term disability options)
• Tuition/Professional Certification monetary assistance
• A top-ranked retirement program
• 10 paid holidays per year
• Accrued vacation and sick days
• An incentivized commuter club and public transportation subsidy program
• Work-life balance supported by flexible work hours telework and Monday thru Friday work weeks
• The opportunity to participate in deferred compensation credit union membership and a wellness program
• Rewarding work that benefits the people of Arizona
• Public Service Loan Forgiveness eligible employer
• Free covered parking

For a complete list of benefits provided by The State of Arizona please visit our benefits page

• Candidates selected for hire are required to participate in the Arizona State Retirement System pension plan.

• 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 contacting 602.677.2902. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.