EXECUTIVE STAFF ASSISTANT

Arizona Department of Administration•Phoenix, AZ

1d•Hybrid

About The Position

The Arizona Attorney General’s Office Criminal Division is seeking an Executive Staff Assistant. This position is a high-level administrative, operational, and strategic support to executive leadership within a complex criminal justice and law enforcement environment. This position is a high-level administrative, operational, and strategic support to executive leadership within a complex criminal justice and law enforcement environment. This role requires a high degree of professionalism, discretion, and sound judgment when handling sensitive information, including materials relating to legal matters, personnel issues, critical incidents, and interagency operations. This position serves as a confidential partner to leadership --whether supporting the Criminal Division Chief or Chief Special Agent in law enforcement-related issues --and ensures that executive priorities, communications, and workflows are carried out efficiently and accurately. The position is responsible for managing demanding calendars, coordinating large volumes of communication, and preparing correspondence, reports, presentations, and briefing materials for internal and external stakeholders. Responsibilities include organizing and supporting meetings, coordinating travel and reimbursements, maintaining filing and records systems, and assisting with the preparation of legal, administrative, and operational documents. This position may research statutes, policies, or legal references; extract information from reports; and prepare materials for use by the Division Chief, staff, or law enforcement partners. This position must be able to manage multiple competing deadlines in a fast-paced environment, maintain exceptional accuracy, and adapt quickly to shifting priorities. The role requires strong communication skills, advanced proficiency with office software, and the ability to build and maintain effective working relationships with attorneys, law enforcement officials, command staff, Attorney General’s Office leadership, and community stakeholders. This position may offer the ability to work remotely two days a week based upon the department's business needs and continual meeting of expected performance measures.

Requirements

Knowledge of the principles of public administration, organization, preparation of reports and maintenance of record filing systems.
Working knowledge of local, state, and federal laws, regulations and legal procedures.
Practical proficiency with computers, peripheral equipment. and computer software applications including Outlook, MS Word, MS Excel, Power Point and Adobe Acrobat.
Knowledge of legal terminology, practices in legal procedures, court systems and/or law offices, and preparation of legal forms.
Strong understanding of public administration principles, organizational methods, report preparation and records management systems.
Broad knowledge of law enforcement principles, practices and organization structures at the local, state and federal levels.
Clear understanding of the attorney/client relationship including the need for confidentiality and discretion.
Skill in problem solving and handling detailed work with accuracy and efficiency.
Effective Interpersonal skills for working with agency staff, leadership and external partners.
Managing and handling a heavy work load under pressure with multiple deadlines.
Strong skills in oral and written communication.
Advanced skills in grammar, punctuation, spelling, formatting and basic editing across a wide variety of documents.
Strong research skills, including the ability to extract and analyze information from statutes, codes, legal documents and court decisions.
Proficiency in word processing, spreadsheets, transcription and general computer/software use.
Skill in concise and effective oral and written communication.
Demonstrates strong initiative and works effectively with minimal supervision.
Able to anticipate needs and take appropriate action without requiring detailed instruction.
Displays sound judgment and independently identifies what needs to be done.
Proactive in managing tasks and responsibilities with little oversight.
Self directed and capable of moving work forward without continual guidance.
Exhibits a high level of autonomy in prioritizing and completing tasks.
Ability to maintain a high level of professionalism, confidentiality and discretion.
Ability to manage multiple complex tasks with minimal supervision.
Ability to manage a heavy workload, perform under pressure, and meet multiple deadlines simultaneously.
Strong problem-solving abilities and the capacity to handle detailed, complex work with accuracy and efficiency.
Ability to organize, prioritize and manage varied tasks while tracking multiple deadlines at once, including high volume or complex workloads.
Ability to perform word processing and prepare clear, accurate correspondence and meeting materials.
Ability to use tact and diplomacy when working with agency employees, high-level officials, and outside entities, including law enforcement partners.
Ability to maintain effective, cooperative working relationships across divisions, committees and partner agencies.
Ability to plan, organize, and execute large-scale or complex projects, including those directed by the Criminal Division Chief or Criminal Division leadership.
Ability to a variety of equipment, computers and software applications with proficiency.
Ability to manage a high-volume workload without difficulty and sustain performance under stressful conditions.
Ability to coordinate activities with multiple law enforcement agencies, governmental and non-governmental agencies, government entities and non-governmental partners.
Strong research and organizational abilities.
Capacity to work effectively with attorneys, staff, public officials and law enforcement representatives.

Nice To Haves

At least 2-4 years executive assistant experience.
Legal secretary skills preferred.

Responsibilities

Serves as the primary administrative support for the Chief Counsel, handling detailed and complex tasks with accuracy and efficiency. Responsibilities include drafting correspondence, managing calendars, scheduling appointments, organizing and preparing briefing materials for meetings, and managing/filtering the Division Chief's email communications.
Assists in the composition and editing of letters, reports, presentations, and legal documents. Supports the preparation of section reports, statistical summaries, and meeting packets. May draft internal memos, assist with pleadings, and research information.
Attends and participates in meetings when necessary. Provides support for initiatives, monitors workflow for Criminal Division Chief, and ensures preparation and follow up for key deliverables.
Manages or assists with various special projects as assigned by the Criminal Division Chief or Criminal Division leadership. Tasks may include research, data collection, drafting project documents, tracking progress, and preparing summaries or recommendations.
Supports the Criminal Division Chief and Chief Special Agent in maintaining professional relationships with law enforcement partners. This may include assisting in coordination with police agencies, preparing materials for law enforcement meetings, helping analyze current topics or issues in law enforcement, and contributing to recommendations or policy development relating to law enforcement and prosecution functions. These duties are supportive in nature and do not involve independent operational law enforcement activity.
Other duties as assigned as related to the position.

Benefits

Student Loan Assistance
Sick leave
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
Vacation with 10 paid holidays per year
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

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume