Administrative Assistant Iii - External Affairs

The Administrative Assistant III (AAIII) position serves in staff support capacity to the FTF External Affairs unit with a specific focus on the Community Engagement team. A key function of this role is the active support of a statewide team performing a variety of administrative and office tasks to maintain efficient operations. This position is an integral part of a team-based environment providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The AAIII coordinates work with multiple colleagues to prepare for meetings and trainings, to develop and implement effective operating procedures and to ensure effective communication with both internal and external partners. This position is based in the central FTF office with opportunity for a hybrid work environment that may include working in the office and working remotely.

General administrative responsibilities including purchase and monitoring of office supplies; develop and maintain email distribution lists and inventory; support office coverage and oversight of office services for the unit.
Schedule, arrange and provide administrative support for meetings using video-based platforms such as Zoom and Google and in-person meetings. This includes writing meeting minutes and coordinating audio-visual needs and meeting location set-up.
Facilitate travel arrangements and reimbursements for community engagement team and other staff. Lead appropriate team trainings on travel-related topics.
Prepare public awareness materials and other supplies for external community awareness events.
Communicate using multiple modalities, including email, instant messaging, phone and text.
Simultaneously handle multiple projects with time-sensitive deadlines on an ongoing basis.
Record keeping aligned with record retention procedures.

Three years' administrative experience working in a team environment; or Bachelor's degree in a relevant field and two years' administrative experience.
Strong oral and written communication skills, including editing documents and demonstrating excellent writing skills.
Extensive, current computer skills with proficiency in Google Workspace (Docs, Sheets, Slides, Calendar, Chat, Gmail and Meets); Adobe Acrobat Pro and Microsoft Office (Word, Excel, PowerPoint and Publisher).
Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
Proactive in identifying and completing tasks efficiently and with high-quality.
Ability to problem-solve and exercise good judgment.
Previous experience in offering exemplary customer service is strongly preferred.

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

ASRS

HR@FirstThingsFirst.org