Remote Executive Assistant Jobs (NOW HIRING)

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view 'Our DES' video. Come Join the DES Team!

The Department of Economic Security, Division of Financial Operations (DFO) is seeking a highly organized, proactive, and independent Executive Assistant to deliver comprehensive and confidential administrative support in a fast-paced, high-stakes environment. Operating under the general supervision of the DFO Executive Staff Assistant, the successful candidate will serve as a pivotal Executive Liaison, coordinating and managing time-sensitive actions and urgent correspondence for high-profile stakeholders including DES Leadership, the Governor's Office, and the State Legislature.

This multifaceted role requires handling financial and policy administration, which involves analyzing fiscal data for Correspondence Control requests and compiling high-volume Federal Expenditure Report documentation. Additionally, the Executive Assistant will oversee daily operational duties by managing divisional purchase and facilities requests, formulating internal administrative policies to optimize workflow, and collaborating across divisional teams to support special projects and events that ensure seamless operations for division leadership.

Based upon the department's business needs and continual meeting of expected performance measures, this position may offer the ability to work a hybrid schedule, within Arizona, with three days per week required in-office attendance at the address listed above.

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 partially or fully 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.

Essential Duties and Responsibilities include but are not limited to:
Fiscal and Operational Management: Assists with budget preparation, manages daily bookkeeping, and partners with divisional leadership to implement operational policies.
Executive Administration: Serves as the primary contact for high-level administrators, manages complex calendars, coordinates telecommute schedules, and compiles comprehensive meeting preparation materials.
Procurement and Travel Logistics: Oversees divisional purchasing, tracks inventory levels, manages purchase orders, and coordinates all training, travel bookings, and reimbursement claims.
Communication and Project Tracking: Drafts official correspondence, creates executive presentations, monitors project action plans, and proactively identifies potential timeline risks.
Stakeholder and Compliance Liaison: Collaborates with internal managers and external officials like the Governor's Office, compiles compliance reports, and coordinates basic facility maintenance needs.

Knowledge of:
Core principles of organization, fiscal management, budgetary control, office operations, and personnel supervision.
Federal and state laws, policies, and procedures governing organizational operations, including strict confidentiality standards.
Standard procedures for travel, purchasing, and the preparation of contracts or formal agreements.
Techniques for overseeing multiple projects simultaneously and managing complex executive calendars.
Best practices and techniques for gathering data and developing comprehensive reports.
Skilled in:
Data synthesis, trend analysis, and comprehensive fiscal/operational reporting.
Complex spreadsheet management, official correspondence, and policy compliance.
High-speed meeting transcription, precise note-taking, and regulatory interpretation.
Process mapping, workflow modification, form design, and cross-functional coordination.
Advanced research, data evaluation, and proactive operational troubleshooting.
Multi-project prioritization, high-speed task execution, and strict deadline adherence.
Advanced Microsoft Office (Excel, Word, PowerPoint), Google Workspace, and Adobe Suites.
Ability to:
Write, edit, and speak clearly to deliver technical guidance, reports, and presentations effectively.
Plan, coordinate, and evaluate daily operations while establishing efficient procedures and administrative workflows.
Assist personnel, establish performance goals, and oversee comprehensive office tasks.
Resolve complex issues independently through strategic decision-making and data analysis across multiple systems.
Respond to client inquiries with exceptional accuracy, tact, and speed.
Manage calendars, schedule meetings, coordinate preparation and follow-up activities, and handle sensitive, confidential data with absolute discretion.
Prioritize tasks productively to meet demanding operational timelines.

The ideal candidate for this position will have:
At least two years of high-level administrative experience (equivalent to or above an Administrative Assistant III), specifically in areas like personnel, budget analysis, purchasing, accounting, or data processing. Will have a proven track record in managing essential administrative services work.
A Bachelor's degree in business or public administration from an accredited institution can substitute for one year of this experience.

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:
Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency's ability to reasonably accommodate any restrictions.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Economic Security offers a comprehensive benefits package to include:
Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee 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

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

For questions about this career opportunity, please contact us at dbsdfohr@azdes.gov.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting dbsdfohr@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.