State Bar of Arizona
Administrative Assistant to the Board of Governors
State Bar of Arizona, Phoenix, Arizona, United States, 85003
Are you a detail-driven, highly organized administrative professional with a passion for supporting leadership and making things run smoothly behind the scenes? The State Bar of Arizona looking for a seasoned professional to join our team in a dynamic, part-time role that's central to the success of our Board of Governors and Executive Council operations. Our mission is to improve the administration of justice and support the legal community through education, development, and ethical guidance. This is more than just a job-it's a chance to be part of a mission-driven organization where your contributions truly matter. You'll work with passionate legal professionals, support meaningful governance, and help shape impactful events and initiatives for our prestigious Board of Governors. If you have a passion for detail, excellent communication skills, and a proactive approach to problem-solving, we encourage you to apply!
What You'll Do:
Administrator for Board and Executive Council meetings-preparing agendas, materials, and capturing official minutes. Provide day-of meeting support including room setup, A/V coordination, and catering. Manage calendars, travel arrangements, and reimbursements for senior staff and Board members. Support the President of the Board with high-level administrative tasks and sensitive communications. Help coordinate key events like conventions and retreats and assist with Board elections and committee appointments. What We're Looking For:
Associate degree required, with 2-5 years of experience in a nonprofit or legal environment. Prior experience working with Boards, volunteers, and senior leadership is a big plus. Exceptional attention to detail, confidentiality, and customer service. Strong writing, organizational, and interpersonal skills. A team player who can also thrive independently and juggle multiple priorities with poise and professionalism. Benefits of working at the State Bar of Arizona include:
Generous paid vacation and sick time 10 paid holidays per year + 2 additional floating holidays 8 hours of paid volunteer hours per year Paid parental leave up to 8 weeks 401(k) with employer match Public Service Loan Forgiveness (PSLF) Quarterly wellness reimbursement for gym membership A community of friendly and collaborative co-workers If this sounds like the perfect job for you... please feel free to apply using our easy application.
JOB DESCRIPTION
Under minimal supervision, provides dependable and high-quality administrative support to State Bar management and professional staff. Provides effective results that impact workflow and services within the division/department and may affect individual customer relationships. Manages activities to meet deadlines in an efficient and effective manner.
Duties and Responsibilities
The duties and responsibilities listed below are essential to the employee's position:
Serves as administrator for Board Meetings. Prepares and disseminates all necessary Board-related meeting agenda and materials. Maintains confidential Board of Governors website and prepares Board Meeting Highlights for Arizona Attorney and dissemination as appropriate. Serves as administrator for Executive Council and Board meetings. Prepares and disseminates all necessary E.C.-related meeting material. In partnership with Manager of Board Operations, provide day-of support for all Executive Counsil and Board meetings, including room preparation, a/v assistance, and catering. Takes official minutes during Executive Council and Board meetings, ensuring accurate documentation of discussions, decisions, and action items. Maintains calendar, makes travel and meeting reservations and arrangements for Officers, Board Members, and senior staff (both individual and group meetings), and handles travel reimbursements. Assists in preparation of Board of Governors annual budget. Maintains and updates electronic and hard copy filing systems. Retrieves information from files, when needed. Maintains Board Manual with current procedures. Acts as in-house assistant to the President of the Board of Governors a. Reviews and coordinates mail and documents for signature.
b. Assembles confidential and sensitive information for the President.
c. Coordinate's meetings and teleconferences for the President.
Organizes and prioritizes information: a. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for
information.
b. Assembles confidential and sensitive information for department, Board of Governors, and members.
Prepares timely and accurate reports, as required on a daily, monthly, quarterly, or annual basis. Assists in the preparation and drafting of marketing materials in collaboration with the Communications Department, ensuring consistency with organizational branding and messaging standards Creates and composes general correspondence, memos, charts, tables, presentations, etc. Proofreads copy for spelling, grammar, and layout making appropriate changes. May assist in the set-up details for member and board-related functions, member tours and meetings for the Board of Governors. Collaborates on planning key events outside the monthly Board meetings (e.g., Convention, Retreat, etc.). Includes coordinating event set-up details with others to assure event goals are met; provides member relations support, as necessary. Assists Manager of Board Operations with the Board Elections and other key Committee, Task Forces and assignments as directed. Supports the CEO in the absence of the Executive Assistant. Assists in coordinating recruitment for and appointment of members to Bar and Board committees, working groups and task forces. Creates and maintains tracking mechanism for appointment process and prepares supporting documents and correspondence as needed or assigned. Act as backup for in absence of Manager of Board Operations for working groups, advisory groups, committees, and task forces as needed and assigned. Assist in transitioning manual processes into automated systems, including use of project management platforms to automate workflow Develops, documents, and maintains Standard Operating Procedures (SOPs) for various business processes to ensure efficiency, consistency, and compliance across the organization. Performs all other related duties, as assigned. May be requested to assist with special projects from time to time. Requirements
Education and/or Experience
Associate degree required. Two (2) to five (5) years related experience in a non-profit and/or legal environment required. Prior experience in working with a Board and volunteers and senior level management preferred.
Skills and Abilities
Performs all duties in compliance with internal procedures and external regulations. Is responsible for bringing compliance issues to the attention of management. Ability to read and comprehend instructions, correspondence, and memos. Ability to write routine and non-routine reports and correspondence. Ability to conform writing to prescribed style format. Must maintain confidentiality of all information provided by CEO/Executive Director, Officers, and Board Members. Ability to effectively present information in one-on-one situations (e.g., callers) in a professional and friendly manner. Must have excellent customer-service skills. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Some analytical ability is required to gather and summarize data for reports. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact, and diplomacy. Must be able to perform basic mathematical functions (e.g., adding, subtracting, multiplying, dividing). Strong attention to detail and well organized. Must be team oriented but able to work independently. Model the behaviors expected of all SBA employees by: Cultivating a positive work environment. Prioritizing and setting manageable goals. Being efficient with time at work. Communicating effectively with management, staff, members, clients, visitors, and the public. Being flexible and taking criticism constructively. Maintaining the highest ethical standards. Model the behaviors expected of all SBA employees by:
Cultivating a positive work environment. Prioritizing and setting manageable goals. Being efficient with time at work. Communicating effectively with management, staff, members, clients, visitors, and the public. Being flexible and taking criticism constructively. Maintaining the highest ethical standards.
Computer Skills
Microsoft windows environment with Office Suite to include formatting and production of word processing documents, spreadsheets, and reports. Ability use tools for video conferencing, as needed. Adobe Pro skills a plus.
Certificates, Licenses, Registrations:
Required: Position may require travel within metropolitan area; thus, reliable transportation is required. If using personal vehicle, must ensure have appropriate driver's license and insurance coverage.
Other
Regular attendance is required. Overtime may be required to fulfill duties of position. At times, individual must be able to work in a fast-paced environment with ability to manage and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
Salary Description
$22.03 - $23.00 per hour
What You'll Do:
Administrator for Board and Executive Council meetings-preparing agendas, materials, and capturing official minutes. Provide day-of meeting support including room setup, A/V coordination, and catering. Manage calendars, travel arrangements, and reimbursements for senior staff and Board members. Support the President of the Board with high-level administrative tasks and sensitive communications. Help coordinate key events like conventions and retreats and assist with Board elections and committee appointments. What We're Looking For:
Associate degree required, with 2-5 years of experience in a nonprofit or legal environment. Prior experience working with Boards, volunteers, and senior leadership is a big plus. Exceptional attention to detail, confidentiality, and customer service. Strong writing, organizational, and interpersonal skills. A team player who can also thrive independently and juggle multiple priorities with poise and professionalism. Benefits of working at the State Bar of Arizona include:
Generous paid vacation and sick time 10 paid holidays per year + 2 additional floating holidays 8 hours of paid volunteer hours per year Paid parental leave up to 8 weeks 401(k) with employer match Public Service Loan Forgiveness (PSLF) Quarterly wellness reimbursement for gym membership A community of friendly and collaborative co-workers If this sounds like the perfect job for you... please feel free to apply using our easy application.
JOB DESCRIPTION
Under minimal supervision, provides dependable and high-quality administrative support to State Bar management and professional staff. Provides effective results that impact workflow and services within the division/department and may affect individual customer relationships. Manages activities to meet deadlines in an efficient and effective manner.
Duties and Responsibilities
The duties and responsibilities listed below are essential to the employee's position:
Serves as administrator for Board Meetings. Prepares and disseminates all necessary Board-related meeting agenda and materials. Maintains confidential Board of Governors website and prepares Board Meeting Highlights for Arizona Attorney and dissemination as appropriate. Serves as administrator for Executive Council and Board meetings. Prepares and disseminates all necessary E.C.-related meeting material. In partnership with Manager of Board Operations, provide day-of support for all Executive Counsil and Board meetings, including room preparation, a/v assistance, and catering. Takes official minutes during Executive Council and Board meetings, ensuring accurate documentation of discussions, decisions, and action items. Maintains calendar, makes travel and meeting reservations and arrangements for Officers, Board Members, and senior staff (both individual and group meetings), and handles travel reimbursements. Assists in preparation of Board of Governors annual budget. Maintains and updates electronic and hard copy filing systems. Retrieves information from files, when needed. Maintains Board Manual with current procedures. Acts as in-house assistant to the President of the Board of Governors a. Reviews and coordinates mail and documents for signature.
b. Assembles confidential and sensitive information for the President.
c. Coordinate's meetings and teleconferences for the President.
Organizes and prioritizes information: a. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for
information.
b. Assembles confidential and sensitive information for department, Board of Governors, and members.
Prepares timely and accurate reports, as required on a daily, monthly, quarterly, or annual basis. Assists in the preparation and drafting of marketing materials in collaboration with the Communications Department, ensuring consistency with organizational branding and messaging standards Creates and composes general correspondence, memos, charts, tables, presentations, etc. Proofreads copy for spelling, grammar, and layout making appropriate changes. May assist in the set-up details for member and board-related functions, member tours and meetings for the Board of Governors. Collaborates on planning key events outside the monthly Board meetings (e.g., Convention, Retreat, etc.). Includes coordinating event set-up details with others to assure event goals are met; provides member relations support, as necessary. Assists Manager of Board Operations with the Board Elections and other key Committee, Task Forces and assignments as directed. Supports the CEO in the absence of the Executive Assistant. Assists in coordinating recruitment for and appointment of members to Bar and Board committees, working groups and task forces. Creates and maintains tracking mechanism for appointment process and prepares supporting documents and correspondence as needed or assigned. Act as backup for in absence of Manager of Board Operations for working groups, advisory groups, committees, and task forces as needed and assigned. Assist in transitioning manual processes into automated systems, including use of project management platforms to automate workflow Develops, documents, and maintains Standard Operating Procedures (SOPs) for various business processes to ensure efficiency, consistency, and compliance across the organization. Performs all other related duties, as assigned. May be requested to assist with special projects from time to time. Requirements
Education and/or Experience
Associate degree required. Two (2) to five (5) years related experience in a non-profit and/or legal environment required. Prior experience in working with a Board and volunteers and senior level management preferred.
Skills and Abilities
Performs all duties in compliance with internal procedures and external regulations. Is responsible for bringing compliance issues to the attention of management. Ability to read and comprehend instructions, correspondence, and memos. Ability to write routine and non-routine reports and correspondence. Ability to conform writing to prescribed style format. Must maintain confidentiality of all information provided by CEO/Executive Director, Officers, and Board Members. Ability to effectively present information in one-on-one situations (e.g., callers) in a professional and friendly manner. Must have excellent customer-service skills. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Some analytical ability is required to gather and summarize data for reports. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact, and diplomacy. Must be able to perform basic mathematical functions (e.g., adding, subtracting, multiplying, dividing). Strong attention to detail and well organized. Must be team oriented but able to work independently. Model the behaviors expected of all SBA employees by: Cultivating a positive work environment. Prioritizing and setting manageable goals. Being efficient with time at work. Communicating effectively with management, staff, members, clients, visitors, and the public. Being flexible and taking criticism constructively. Maintaining the highest ethical standards. Model the behaviors expected of all SBA employees by:
Cultivating a positive work environment. Prioritizing and setting manageable goals. Being efficient with time at work. Communicating effectively with management, staff, members, clients, visitors, and the public. Being flexible and taking criticism constructively. Maintaining the highest ethical standards.
Computer Skills
Microsoft windows environment with Office Suite to include formatting and production of word processing documents, spreadsheets, and reports. Ability use tools for video conferencing, as needed. Adobe Pro skills a plus.
Certificates, Licenses, Registrations:
Required: Position may require travel within metropolitan area; thus, reliable transportation is required. If using personal vehicle, must ensure have appropriate driver's license and insurance coverage.
Other
Regular attendance is required. Overtime may be required to fulfill duties of position. At times, individual must be able to work in a fast-paced environment with ability to manage and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
Salary Description
$22.03 - $23.00 per hour