The Executive Assistant will support and report to the Chief Compliance Officer (CCO) and provide administrative support to the Compliance Office. Duties include managing the CCO's calendar and meeting requests; coordinating meetings and preparing meeting materials; documenting decisions, minutes, and action items; managing correspondence and confidential records; tracking deadlines and follow-up activities; and supporting office administration, onboarding, travel, and other operational needs.
Major duties and responsibilities include but are not limited to:
• Schedule and manage the Chief Compliance Officer's extensive calendar of internal and external meetings. Coordinate meeting requests, correspondence, executive communications, participants, logistics, agendas, briefing materials, and scheduling conflicts; prepare and distribute meeting materials; and record meeting minutes or summaries as assigned.
• Provide general administrative and executive support to the CCO and the Compliance Office. Organize and prioritize requests; prepare routine correspondence; proofread and format documents, presentations, and communications; coordinate review, signature, and approval routing; and maintain contact and distribution lists. Maintain administrative trackers for policy reviews, training activities, reporting deadlines, audit and regulatory requests, assigned corrective actions, and other Compliance Office commitments; monitor due dates and status; request updates from assigned owners; and elevate unresolved deadlines, dependencies, or barriers.
• Provide administrative support for committees, work-groups, and other governance activities supported or led by the CCO. Coordinate meetings, agendas, materials, attendance tracking, minutes, decision records, and action-item follow-up; and maintain governance documentation, records, and committee or work-group archives in accordance with applicable records-retention requirements.
• Maintain confidential Compliance Office records and administrative workflow documentation.
• Responsible for processing in-state and out-of-state travel requests for the Compliance Office. This includes submitting travel justifications for approval, processing the travel claims once travel is complete, and submitting for Director approval and financial reimbursement.
• Process and coordinate approved travel, registration, invoice, supply, and equipment requests.
• Support Compliance Office information, communication, executive reporting, and administrative continuity needs. Assemble routine status updates, dashboards, briefing materials, and executive reports using information supplied and validated by responsible owners; review materials for completeness, consistency, formatting, and timely submission; and highlight overdue items, unresolved dependencies, and decisions requiring the attention of the CCO or appropriate Compliance Office lead. Maintain approved communication materials, shared administrative resources, templates, and continuity documentation.
Knowledge of:
• Executive-level office administration, calendar management, meeting coordination, and workflow tracking
• Business writing, correspondence preparation, proofreading, document formatting, and version control
• Data retention, records management, confidentiality, information security, and appropriate access practices
• Committee and meeting administration, including agendas, minutes, decision records, action items, accountable owners, deadlines, and follow-up
• Maintenance and organization of electronic filing systems, shared workspaces, records, and administrative tracking tools
• Basic terminology related to compliance, governance, risk management, audits, investigations, policies, corrective actions, and regulatory oversight
• Purchasing, travel, invoice, equipment, on-boarding, and administrative service-request processes
• Accessibility considerations for meetings, documents, presentations, and communications
• Microsoft 365 products, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, Forms, and Power Automate
• ServiceNow or comparable workflow and work-tracking systems
Skilled in:
• Managing complex calendars and coordinating internal and external meetings
• Prioritizing work responsibilities and managing competing deadlines
• Professional oral and written communication
• Organizing electronic records and maintaining accurate administrative documentation
• Tracking commitments, owners, due dates, dependencies, and completion evidence
• Following up diplomatically and persistently with internal and external stakeholders
• Preparing clear agendas, meeting minutes, action-item records, routine correspondence, and administrative summaries
• Document editing, proofreading, formatting, and quality control
• Using Microsoft 365 and other agency systems to manage information and administrative workflows
• Providing responsive, professional service to executive leadership, agency personnel, auditors, consultants, vendors, and external stakeholders
Ability to:
• Anticipate executive support needs and identify missing information, conflicts, dependencies, and follow-up requirements
• Exercise sound judgment in handling complex or sensitive situations
• Work with confidential, sensitive, privileged, personnel-related, investigative, audit, risk, and executive information while maintaining confidentiality
• Work independently within established guidelines and seek direction when authority or responsibility is unclear
• Manage competing priorities and multiple assignments in a fast-paced environment
• Distinguish routine administrative matters from issues requiring review by the CCO or another authorized official
• Follow through on commitments and promptly communicate delays, obstacles, or unresolved dependencies
• Learn and navigate organizational structures, AHCCCS programs, administrative processes, policies, and office procedures
• Organize work and maintain reliable administrative systems
• Communicate effectively orally and in writing
• Coordinate activities with executive leaders, agency staff, contractors, consultants, auditors, vendors, and external stakeholders
• Prepare accurate and concise meeting minutes, decision records, action-item logs, and administrative summaries
• Remain neutral and professional when supporting sensitive compliance, investigation, audit, accessibility, personnel, or risk-related matters
• Adapt to changing priorities, frequent interruptions, and time-sensitive assignments
• Learn and consistently apply new administrative processes, templates, systems, and workflows
Minimum:
• Three years of progressively responsible administrative experience, including experience using Microsoft Office or Microsoft 365 products.
Preferred:
• Experience providing administrative support to upper management level staff. Experience providing administrative support in a government, healthcare, Medicaid, regulatory, audit, legal, compliance, risk-management, or similarly sensitive environment. Experience managing complex executive calendars and preparing agendas, minutes, decision records, and action-item tracking. Experience with SharePoint, Teams, ServiceNow, or similar document-management and workflow systems.
• Successfully pass fingerprint background check, prior employment verifications and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record for the last 39 months including no DUI, suspension or revocations and less than 8 points on your license. If an Out of State Driver License was held within the last 39 months, a copy of your MVR (Motor Vehicle Record) is required prior to driving for State Business. Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.
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).
Among the many benefits of a career with the State of Arizona, there are:
• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child. Learn more about the Paid Parental Leave pilot program here.
• Other Leaves - Bereavement, civic duty, and military.
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable insurance plan, including medical, dental, life, and disability insurance
• Participation eligibility in the Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities
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
Lifetime Pension Benefit Program
• Administered through the Arizona State Retirement System (ASRS)
• Defined benefit plan that provides for life-long income upon retirement.
• Required participation for Long-Term Disability (LTD) and ASRS Retirement plan.
• Pre-taxed payroll contributions begin after a 27-week waiting period (prior contributions may waive the waiting period).
Deferred Retirement Compensation Program
• Voluntary participation.
• Program administered through Nationwide.
• Tax-deferred retirement investments through payroll deductions.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by emailing careers@azahcccs.gov.
Requests should be made as early as possible to allow time to arrange the accommodation. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.