This position serves as the Executive Assistant to the Executive Director of the Arizona Historical Society (AHS). This person will provide high-level, complex and various administrative support.
The Executive Assistant is expected to display a high level of independence and critical thinking, clarity of communication, and an innate capacity for organization and programmatic follow-through.
This position describes, but is not limited to, coordinating inter-departmental projects and schedules, conducting market research and writing reports, tracking staff and programs management, and preparing draft responses to inquiries.
The Executive Assistant assists in scheduling and facilitating all meetings (public and private), including the drafting of minutes and follow-up on action items when applicable.
Front-facing, the Executive Assistant interacts with internal agency staff and partnering organizations, support groups, and the public as requested, and is expected to serve as a welcoming and informed ambassador to the organization.
The Executive Assistant may occasionally be required to handle sensitive/confidential materials and to assist in the management of travel arrangements for the Executive Director and other AHS staff.
This position may be required to drive/travel on State business and perform other duties appropriate to the assignment.
• Prepare AHS agendas, meeting materials, and addendums as required to ensure compliance with applicable statutes, rules, and agency standard work
• Duties may include, but are not limited to, scheduling flights, making hotel reservations, rental car reservations, conference/event registrations, and ensuring all travel-related actions and expenses are in accordance with agency rules and regulations
• Coordinates with all levels of AHS staff to implement strong inter-departmental communication and collaboration in adherence to AHS policy and procedures
• Corresponds verbally and in writing between AHS departments and staff, AHS Board members, outside agencies, and members of the public on behalf of the Executive Director
• Monitors the Director's communications and calendar to coordinate meetings (in-person and virtual), events, and travel arrangements
• Compiles well-researched and accurate reports for agency use, including gathering statistical data and qualitative feedback
• Tracks assignment duties (including management of AHS Master Calendar) to ensure the timely completion of projects
• Monitors for the timely submission of reports, action plans, and recurring assignments
• Make all arrangements for AHS internal and public meetings (virtual and in-person)
• Coordinate travel plans for AHS staff, per the approval of the Executive Director
• Prepare meeting minutes and follow up on action items when applicable
• Ensures adherence to prescribed agency benchmarks
• Formats and compiles spreadsheets
• Software programs such as Microsoft Office, Google Suite, Adobe, Asana, and virtual meeting programs (e.g. Google Meetings, Zoom, etc.)
• Composition of formal business letters, reports, charts, presentations, and spreadsheets
• Administrative and organizational principles and best practices
• Group and project management and scheduling
• Project management and evaluation; interpretation and application of Federal and State laws, rules, and regulations
• Document drafting and proofing; qualitative and quantitative research methods and review
• Analytical problem solving; organizing and prioritizing multiple assignments and teams
• Excellent written and verbal communication
• Strong interpersonal skills
• Develop and maintain strong interpersonal relationships among staff and with external partners
• Work independently; manage and prioritize a variety of simultaneous and high-level projects
• Conduct and analyze research to inform best policies and procedures
• Develop and lead public presentations and meetings
• Provide guidance in assignments and projects
• Evaluate program and operational activities
• Maintain confidentiality
• Bachelor's Degree in Business or 5 years experience at an executive level
• Employees who drive on state business are subject to driver license record checks, required to maintain acceptable driving records and complete any required driver training (see Arizona Administrative Code R2-10-207.11)
• Requires possession of and ability to retain a current, valid state-issued driver license appropriate to the assignment
The State of Arizona offers a comprehensive benefits package to include:
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Life insurance and long-term disability insurance
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Sick leave
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Please note, enrollment eligibility will become effective after 27 weeks of employment
• If you have any questions, please feel free to contact Melba Davis at email@example.com or 520-617-1161 for assistance
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.
The State of Arizona is an Equal Employment Opportunity Employer.