SECRETARY OF STATE (DEPT OF STATE)

Address:  1700 W Washington Street Phoenix, AZ. 85007

Salary Range: $70,000 to $75,000 (DOE)

Grade: 22

The Executive Scheduler serves as the primary manager of the Secretary’s time, access, and daily execution, ensuring that every hour of the Secretary’s schedule advances the Office’s operational, policy, and public-facing priorities.

This role is both operational and strategic—responsible not only for maintaining a complex calendar, but for prioritizing competing demands, sequencing high-stakes engagements, and ensuring the Secretary and Executive Team are fully prepared for every interaction.
The Executive Scheduler operates at the center of the Office, coordinating closely with policy, communications, legislative, and operations teams to ensure alignment between the Secretary’s schedule and the Office’s highest priorities.

This is a high-trust, high-discretion role in a fast-paced political environment. The ideal candidate is proactive, highly organized, exercises excellent judgment, and thrives under pressure.

Schedule: In-person at the Capitol, Monday–Friday, 8:00 AM–5:00 PM, with flexibility required for early mornings, evenings, and urgent changes.

Strategic Calendar Management & Prioritization

• Own and manage the Secretary’s calendar as a strategic resource, ensuring alignment with policy, operational, and political priorities
• Evaluate and prioritize all scheduling requests, balancing internal needs, stakeholder access, media opportunities, and executive bandwidth
• Design daily and weekly schedules that maximize effectiveness, preparation time, and decision-making capacity
• Anticipate conflicts, bottlenecks, and risks; proactively adjust schedules to maintain continuity and effectiveness

Executive Coordination & Meeting Execution

• Coordinate all aspects of executive meetings, including agendas, briefing materials, participants, and logistics
• Ensure the Secretary and Executive Team are fully prepared for all engagements through proactive coordination with internal teams
• Track action items and follow-ups across meetings; ensure timely completion and accountability
• Serve as a central coordination point across divisions to align scheduling with organizational priorities

Gatekeeping & Stakeholder Access

• Serve as the primary gatekeeper for access to the Secretary
• Manage and triage high-volume scheduling requests from elected officials, stakeholders, constituents, and external partners
• Exercise sound judgment in granting, prioritizing, delegating, or declining requests while maintaining strong relationships
• Ensure all interactions reflect the professionalism and priorities of the Office.

Rapid Response & Schedule Adaptation

• Manage frequent, real-time changes to the Secretary’s schedule in response to emerging issues, media demands, or operational needs
• Reprioritize and restructure schedules under tight timelines while maintaining continuity and stakeholder confidence
• Support crisis response coordination by ensuring leadership time is aligned with urgent priorities.

Travel & Logistics Management

• Coordinate all executive travel, including flights, lodging, ground transportation, and detailed itineraries
• Ensure seamless execution of travel schedules, including contingency planning and real-time adjustments
• Maintain full compliance with state travel policies and oversee timely submission of reimbursements.
  

Communications & Front Office Operations

• Manage high-volume communications, including calls, emails, and correspondence, ensuring timely triage and response
• Draft and review official correspondence on behalf of the Secretary with a high degree of professionalism and accuracy
• Serve as the first point of contact for visitors, ensuring a professional and welcoming front office environment.

Operational Tracking & Organizational Support

• Track key deliverables, commitments, and follow-ups tied to the Secretary’s schedule
• Maintain organized systems for documents, briefings, and scheduling materials
• Provide visibility to leadership on schedule-related priorities, risks, and constraints
  

• 3–5+ years of experience supporting senior executives, elected officials, or high-level leadership
• Demonstrated experience managing complex, high-volume calendars in a fast-paced environment
• Strong judgment and decision-making skills, particularly in prioritization and stakeholder management
• Exceptional organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities under tight deadlines with professionalism and discretion
• High level of integrity and ability to handle sensitive and confidential information

• Experience in a government, political, or public sector environment
• Experience supporting a principal with significant public, media, or stakeholder demands
• Familiarity with legislative, communications, or executive office operations

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
  

By providing the option of a full-time or part-time 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 program here. 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 Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred 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.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.