Executive Staff Assistant

EARLY CHILDHOOD DEVELOPMENT AND HEALTH BOARD

First Things First (Arizona Early Childhood Development and Health Board) is an essential leader and partner in creating a family‐centered, equitable, high‐quality early childhood system that supports the development, well‐being, health and early education of all Arizona’s children, birth to age 5. Created by voter initiative in 2006, First Things First is governed by a state Board with 28 regional partnership councils. First Things First is a decentralized organization that engages diverse constituencies to accomplish its mission. Organizational values include a commitment to diversity, equity and inclusion; a focus on accountability, transparency, coordination and collaboration; and an emphasis on the outcomes that will ensure young children start kindergarten healthy and ready to succeed in school and in life.

The Executive Staff Assistant will work in the Phoenix Office located at 4000 N. Central Avenue with the opportunity for a hybrid work environment that may include working in the office and working remotely.

 

Executive Staff Assistant - External Affairs

Job Location:

Address:  4000 N Central Avenue, Suite 500, Phoenix, AZ 85012

Posting Details:

Salary: $52,000 - $54,000 

Grade: 20

Job Summary:

The Executive Staff Assistant directly supports the Chief External Affairs Officer, and provides administrative support to teams within the External Affairs unit. The Executive Staff Assistant is responsible for a variety of complex administrative tasks that include organizing and preparing for meetings, coordinating activities for the External Affairs unit, tracking and disseminating information, taking meeting minutes, developing effective operating procedures and training on these procedures, analyzing and synthesizing information, preparing reports and other administrative duties such as data entry and record keeping. In addition, this position coordinates projects, manages calendar, communicates with partners and vendors and coordinates with two administrative assistants who support other teams within the External Affairs unit.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

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.

Job Duties:

● Provide executive‐level technical, advisory and administrative support to the External Affairs unit including communicating and coordinating on the team’s behalf with other FTF staff, vendors and partners to facilitate projects.
● Develop and manage systems flows for the team’s key support functions, including vendor negotiations and project management support.
● Maintain Google Drive and Sharepoint intranet sites for teams within the unit and provide support for customer relationship management system and other tracking processes.
● Post notices, prepare agendas and meeting documents and take minutes in accordance with Open Meeting Law for assigned state Board Committee meetings.
● Schedule and arrange meetings/events including determining location, maintaining and
updating agency calendars, attending meetings, preparing documents, preparing meeting minutes, and organizing and/or tracking any follow‐up activities.
● Prepare correspondence including formatting and proofreading reports and documents, drafting letters and emails including managing the main FTF email box.
● Process documents including purchase orders, out of state travel and travel reimbursement in compliance with state rules and consideration of staff needs.
● Conduct research; analyze data; prepare budgets and track expenditures; and prepare reports as needed.
● Performs duties in a manner that supports the First Things First internal culture and mission with respect and cooperation.
● Supports additional opportunities as related to the role and External Affairs functions.

Knowledge, Skills & Abilities (KSAs):

● At least five years’ progressive administrative experience; or Bachelor's degree in a field appropriate to the assignment and two years’ responsible administrative experience.
● Broad‐based knowledge about state government structure, policies and procedures and general knowledge of agency rules, regulations and procedures.
● Organized, detail‐oriented and proactive in handling multiple projects under deadline.
● Knowledge of the principles and practices of administration and management, regulations and operating procedures, accounting and budgeting procedures.
● Extensive computer skills with proficiency in Google Suite, Microsoft Office and Adobe as well as experience with project management and customer relationship management tools.
● Self‐motivated, able to work and solve problems with a minimum of supervision and show leadership by training and updating the team on changes in processes and procedures.
● Maintain a positive attitude, flexibility and exercise tact, discretion and skill in promoting mutual respect and effective communication.
● Reliable, regular and punctual attendance during core business hours.

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).

Benefits:

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

Retirement:

ASRS

Contact Us:

HR@FirstThingsFirst.org

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