The Executive Staff Assistant will primarily support the Chief Program Officer, three Senior Directors, and two managers. In addition, the Senior Executive Staff Assistant may support a minimum of 6 and up to 15 Program staff members on an as-needed basis. The Executive Staff Assistant is responsible for a variety of complex administrative tasks that include customer service, preparing for meetings, coordinating activities of the Program Division, developing effective operating procedures, conducting research, analyzing and synthesizing information, preparing reports and other administrative duties such as editing and creating PowerPoint presentations. In addition, this position is responsible for oversight of the division’s procurement efforts, completion of fiscal paperwork, and ongoing attention to the Program Team Budget. The position coordinates with the administrative team within the Program Division and the other FTF divisions.
Under the guidance of the Chief Program Officer, duties include:
• Managing calendars and time for the Chief Program Officer, the two Senior Directors for Early Learning, Children’s Health and Family Support, and two managers for Children’s Health and Family Support and Literacy; Working with other state agency administrative assistants to schedule important collaboration meetings with agency leaders for early childhood system building work;
• Performing complex administrative and secretarial duties;
• Handling sensitive and confidential information and communication requiring discretion, including, but not limited to staff materials and Board Committees and Subcommittees;
• Ability to work independently and in collaboration with team members;
• Conducting research; analyzing data; preparing budgets and tracking expenditures; and preparing reports;
• Providing support to Board Committee and Subcommittee members, including processing applications and related paperwork as well as responding to information requests;
• Providing support to any convened task forces, goal area subcommittees and related work groups; including production and distribution of reports, staff rosters and meeting minutes.
• Providing support to system building work and strategies, including organizing group convening;
• Preparing and proof-reading correspondence;
• Applies proper use of the Writing and Logo Style Guides and trains fellow administrative team members.
• Assisting with preparation of presentations;
• Position anticipates changing priorities and makes necessary adjustments to prioritize requests, projects and assignments
• Attends State mandated training as well as other professional development opportunities;
• Processing documents including purchase orders and travel in compliance with state rules and consideration of staff needs;
• Navigating and updating the Strategy Universe, Strategy Toolkit and SharePoint folders with up to date strategy documents, which includes process documentation and cross-training. This requires proficiency in carrying out the work as well as coordinating with all goal areas to ensure consistency and accuracy.
• Arranging meetings, preparing agendas, drafting minutes and ensuring that follow up actions are documented and tracked in accordance with agency protocols;
• Position requires active participation in meetings, understanding of the work at hand and the ability to contribute valuable insight, skills and services where needed; and
• Leading and coordinating tasks and operating procedures with the Program Administrative Assistant team, which may include onboarding new hires.
• Working with internal FTF teams such as Regions, Evaluation, Operations and Finance to provide feedback and improve processes as they relate to supporting the Program Team. This may include the ability to problem-solve and break down barriers to achieve results.
• Serve in an advisory/leadership role to other Administrative Assistants & Executive Staff Assistants, identifying where learning and coordination opportunities exist and facilitating that learning and coordination where appropriate.
• At least 5 years progressive experience as an executive administrative assistant
• Knowledge and skills in the following areas:
o Broad based knowledge about state government structure, policies and procedures and knowledge of specific agency rules, regulations and procedures;
o Organized, detail-oriented, and ability to handle multiple projects under deadline;
o Ability to problem solve and exercise appropriate judgment;
o Knowledge of Arizona Open Meeting Law and Robert’s Rules of Order;
o General knowledge about program planning and design, accounting and budget monitoring and appropriate procurement and purchasing practices;
o Extensive computer skills with a proficiency in Microsoft Suite, Excel, Visio, SharePoint, Outlook, Publisher and Project Management, SurveyMonkey, Doodle and Adobe as well as proficiency in web-based presentation software;
o Ability to support technology formats including webinars, zoom, and googlemeets.
o Skill and experience in working independently, as well as in a team, developing positive relations with other staff, having tact, discretion and skills in promoting mutual respect and effective communication;
o Excellent oral and written communication skills;
o Positive attitude, flexibility and experience with employee engagement exercises.
o Commitment to treating everyone with dignity, respect;
o Ability to gather information and synthesize it for distribution at meetings; and
o Capacity to work within a fast-paced and multi-faceted environment while producing high quality outcomes.
The ideal candidate will enthusiastically support the vision and mission of First Things First and possess the personal qualities of integrity and credibility. She/he will have the proven ability to work within teams to accomplish multiple tasks and keep multiple projects organized and progressing. The Executive Staff Assistant must be organized and detail oriented to ensure smooth operations for the Program Division. The position requires the ability to collaborate, prioritize tasks, multi-task, and ensure communication within teams and external to teams. The selected applicant will present themselves in a professional manner at all times and represents FTF internally and externally with partners.
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
ARIZONA MANAGEMENT SYSTEM (AMS)
All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress. Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.
State employees are highly engaged, collaborative and embrace a culture of public service.
Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.