Executive Assistant

AHCCCS Arizona Health Care Cost Containment System Accountability, Community, Innovation, Leadership, Passion, Quality, Respect, Courage, Teamwork The Arizona Health Care Cost Containment System (AHCCCS), Arizona’s Medicaid agency, is driven by its mission to deliver comprehensive, cost-effective health care to Arizonans in need. AHCCCS is a nationally acclaimed model among Medicaid programs and a recipient of multiple awards for excellence in workplace effectiveness and flexibility. AHCCCS employees are passionate about their work, committed to high performance, and dedicated to serving the citizens of Arizona. Among government agencies, AHCCCS is recognized for high employee engagement and satisfaction, supportive leadership, and flexible work environments, including remote work opportunities. With career paths for seasoned professionals in a variety of fields, entry-level positions, and internship opportunities, AHCCCS offers meaningful career opportunities in a competitive industry. Come join our dynamic and dedicated team. Executive Assistant Office of the Director (OOD) Job Location: Address: 150 North 18th Avenue Phoenix, Arizona 85007 All AHCCCS Employees must reside within the state of Arizona. Posting Details: Salary: $40,000 - $45,000 Grade: 19 FLSA Status: Non-Exempt This position will remain open until filled. Job Summary: The Executive Assistant will support and report to the Chief Compliance Officer (CCO) and provide administrative support to the Compliance Office. Duties include managing the CCO's calendar and meeting requests; coordinating meetings and preparing meeting materials; documenting decisions, minutes, and action items; managing correspondence and confidential records; tracking deadlines and follow-up activities; and supporting office administration, onboarding, travel, and other operational needs. Major duties and responsibilities include but are not limited to: • Schedule and manage the Chief Compliance Officer's extensive calendar of internal and external meetings. Coordinate meeting requests, correspondence, executive communications, participants, logistics, agendas, briefing materials, and scheduling conflicts; prepare and distribute meeting materials; and record meeting minutes or summaries as assigned. • Provide general administrative and executive support to the CCO and the Compliance Office. Organize and prioritize requests; prepare routine correspondence; proofread and format documents, presentations, and communications; coordinate review, signature, and approval routing; and maintain contact and distribution lists. Maintain administrative trackers for policy reviews, training activities, reporting deadlines, audit and regulatory requests, assigned corrective actions, and other Compliance Office commitments; monitor due dates and status; request updates from assigned owners; and elevate unresolved deadlines, dependencies, or barriers. • Provide administrative support for committees, work-groups, and other governance activities supported or led by the CCO. Coordinate meetings, agendas, materials, attendance tracking, minutes, decision records, and action-item follow-up; and maintain governance documentation, records, and committee or work-group archives in accordance with applicable records-retention requirements. • Maintain confidential Compliance Office records and administrative workflow documentation. • Responsible for processing in-state and out-of-state travel requests for the Compliance Office. This includes submitting travel justifications for approval, processing the travel claims once travel is complete, and submitting for Director approval and financial reimbursement. • Process and coordinate approved travel, registration, invoice, supply, and equipment requests. • Support Compliance Office information, communication, executive reporting, and administrative continuity needs. Assemble routine status updates, dashboards, briefing materials, and executive reports using information supplied and validated by responsible owners; review materials for completeness, consistency, formatting, and timely submission; and highlight overdue items, unresolved dependencies, and decisions requiring the attention of the CCO or appropriate Compliance Office lead. Maintain approved communication materials, shared administrative resources, templates, and continuity documentation. Knowledge, Skills & Abilities (KSAs): Knowledge of: • Executive-level office administration, calendar management, meeting coordination, and workflow tracking • Business writing, correspondence preparation, proofreading, document formatting, and version control • Data retention, records management, confidentiality, information security, and appropriate access practices • Committee and meeting administration, including agendas, minutes, decision records, action items, accountable owners, deadlines, and follow-up • Maintenance and organization of electronic filing systems, shared workspaces, records, and administrative tracking tools • Basic terminology related to compliance, governance, risk management, audits, investigations, policies, corrective actions, and regulatory oversight • Purchasing, travel, invoice, equipment, on-boarding, and administrative service-request processes • Accessibility considerations for meetings, documents, presentations, and communications • Microsoft 365 products, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, Forms, and Power Automate • ServiceNow or comparable workflow and work-tracking systems Skilled in: • Managing complex calendars and coordinating internal and external meetings • Prioritizing work responsibilities and managing competing deadlines • Professional oral and written communication • Organizing electronic records and maintaining accurate administrative documentation • Tracking commitments, owners, due dates, dependencies, and completion evidence • Following up diplomatically and persistently with inter… Read the full description on Himalayas.