State of Arizona is hiring: EXECUTIVE STAFF ASSISTANT in Phoenix

Overview

INDUSTRIAL COMMISSION
Are you ready to work for an exceptional state agency that works to protect the life, health, safety, and welfare of the employees in the State of Arizona? The Industrial Commission of Arizona (ICA) is committed to the highest standards of compliance, demonstrating leadership in all areas, and teaching and working with employers and employees to make them successful. A thriving workforce in Arizona is what we strive for and work towards each day.

Executive Staff Assistant

Location: Administration Division/Director's Office, 800 W. Washington Street, Phoenix, AZ 85007

Posting Details: Salary $56,160.00 - $61,447.00; Grade 20; Closing Date: October 2, 2025

Job Summary: The Executive Staff Assistant/Commission Secretary, under direction, performs work of considerable difficulty serving as the staff assistant to the ICA Director with broad scope and complexity; provides support to the ICA Commissioners, and coordinates logistics for official ICA Commission meetings and Special Fund.

The position may offer the ability to work remotely, within Arizona, based upon department needs and performance measures. The State of Arizona supports a Remote Work Program allowing work from home, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is authorized.

Responsibilities

• Coordinate all logistics for official ICA Commission meetings and Special Fund Investment Committee meetings, including virtual and out-of-town meetings.
• Prepare and provide meeting materials to Commission and Committee members.
• Coordinate compilation of agenda item materials from agency divisions.
• Prepare draft and final meeting agendas and post agendas per statute and open meeting laws.
• Prepare meeting minutes.
• Prepare administrative and commission directives.
• Provide technical assistance and guidance to the Commission as requested.
• Coordinate activities and Arizona Management System reporting with other agency divisions.
• Create spreadsheets, graphs, charts, and other electronic documents related to Arizona Management System monthly updates.
• Prepare documents for monthly Manager meeting/Business Review meeting; update the Arizona Management System Tier III board monthly and as needed.
• Support agency special projects as needed, such as the annual Physician and Pharmaceutical Fee Schedule, Employee Engagement Committee, Safety Committee, Day at the Capitol, and Claims Seminar.
• Receive and route all written, telephonic, and electronic communications to the Director and Commissioners; respond or distribute as appropriate.
• Submit and monitor building maintenance requests for the Commissioners' Conference Room and offices.
• Schedule use of the ICA Auditorium and meetings for the Director and Commissioners as needed.
• Maintain official Commission records per retention schedules, including meeting documents, per diem verifications, agendas, minutes, and correspondence.
• Coordinate transfer of archived documents to the Arizona State Government Archives as needed.

Knowledge, Skills & Abilities (KSAs)

Knowledge:

• Organization, procedures analysis, Administrative Procedures Act
• Arizona Lobbyist statute, agency division functions
• In basic workers' compensation and occupational safety and health statutes
• Windows, Google Suite, Salesforce, Excel and Word

Skills:

• Oral and written communication
• Time management
• Interpretation of laws, standards, rules and operating procedures
• Mathematical proficiency
• Computer usage and interpersonal relations

Ability:

• Study, analyze, and recommend improvements to organization and operating procedures; establish and maintain effective relationships with stakeholders.

Selective Preference

The ideal candidate will have prior experience as an Executive Staff Assistant or performing Administrative Assistant duties for a head of an organization or a complex division.

Pre-Employment Requirements

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave – up to 12 weeks per year (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional benefits: short-term disability, deferred compensation plans, and supplemental life insurance

Remote work may be offered as a management option; it is not an employee entitlement. See the agency benefits page for full details. The State of Arizona supports equal opportunity and reasonable accommodations.

Contact

If you have questions, please call 602-542-5559 or email HR@azica.gov for assistance.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.