SECRETARY OF STATE (DEPT OF STATE)

Address: 1700 W. Washington St.| Phoenix, AZ 85007

Salary:  $54,000 to $65,000

Grade: 22

The Executive Staff Assistant & Scheduler is a vital role providing high-level administrative, organizational, and scheduling support to the Arizona Secretary of State and the Executive Team. This position ensures the efficient operation of the front office and the effective use of the Secretary’s time through expert calendar management and coordination of daily activities.

Key responsibilities include managing complex calendars, scheduling meetings, arranging travel, handling internal and external communications, and supporting various administrative functions. The role also encompasses Constituent Services tasks such as processing legislative filings, handling requests for use of the Great Seal of the State of Arizona, attesting the Secretary’s signature on official documents, and maintaining office supplies.

This position requires in-person support at the Capitol from 8:00 AM to 5:00 PM, Monday through Friday, with no remote work option. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment. Strong organizational skills, sound judgment, and a customer-service mindset are essential, along with the flexibility to manage both high-level coordination and front office responsibilities.

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 State’s 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.

Provides administrative, logistical and light IT support (e.g. virtual meeting set-up) for meetings and appointments. Schedules, organizes, arranges, and prepares for meetings and coordinates and maintains calendars; attends meetings to provide support when needed; takes meeting minutes, action items, and follows-up; meets, greets, and escorts visitors for meetings, etc.

Answers phone calls, monitors emails, voice mails, and other correspondence for follow-up and action items. Organizes, tracks, and maintains documentation for groups in shared folders. Tracks progress, action items and results for projects. Develops and maintains distribution lists. Drafts and manages correspondence by and on behalf of the Secretary to other government agencies and outside partners

Makes travel arrangements in accordance with State travel policy including booking flights, hotels, and transportation for the Secretary and Executive Team; prepares travel reimbursements upon completion of travel for the Secretary and Executive Team.

Assists with Constituent Services: processing and uploading legislative filings as well as maintaining copies for the State Legislature, processing loyalty oaths of office as they come in, manages requests for usage of the Great Seal of the State of Arizona, attesting the Secretary's signature to various government related documents, uploading these documents to the appropriate drive, and inputting the information into the Administrative log book. Help with Proclamations and Flag Certificates.

Maintains a professional and organized office environment by monitoring office supplies, creating purchase orders, processing incoming/outgoing mail, and keeping up the overall appearance of the office. Maintaining a log of incoming requests and disposition them; update contact lists, monitor the Secretary's email.

Other duties as assigned as related to the position (Typically 5-10%)

Knowledge of:
- Microsoft Suite programs including Outlook, Word, Excel, PowerPoint, etc.
- Working with high-level executives and team
- State policies and procedures pertaining to travel
- How to operate and troubleshoot virtual meeting platforms such as Microsoft Teams and Zoom, etc.

Preferred knowledge of:
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Communication: Deliver high-level oral and written communication via speech, phone, emails, letters, etc.; active listening and understanding needs
- Interpersonal: verbally communicate clearly and effectively in one-on-one and group settings with officials, managers, and representatives of the State
- Problem Solving: Ability to use initiative, creativity, and resourcefulness to identify appropriate resources and data needed to complete tasks, anticipate needs, and support agency objectives
- Analytical: Appropriately develop tools and analyze compliance, formulate and identify effective solutions to problems. Conduct research and extract, compile, analyze, and present information in support of contract compliance and benchmarking.
- Proficient in managing calls with efficiency and professionalism.

Ability to:
- Prioritize tasks and manage time effectively
- Work in-person from 8am-5pm, Monday through Friday with an hour break for lunch.
- Be highly efficient and well organized while maintaining flexibility
- Detail Oriented
- Perform complex duties including those of a confidential nature in the administration of executive responsibilities
- Able to work effectively and collaboratively in a fast-paced, team-work oriented environment with multiple personalities while also being assertive
- Take Initiative
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.
- Maintain the highest level of professionalism and confidentiality.

Bachelor's degree or relevant experience.

AZ Driver's License.

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).

The State of Arizona offers a comprehensive benefits package to include:
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 pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

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