Job Details

Executive Staff Assistant

Job No: 539458
Work Type: Full-time
Location: REMOTE OPTIONS, PHOENIX
Categories: Administrative Support/Customer Service

EARLY CHILDHOOD DEVELOP AND HEALTH BOARD

First ThingsFirst (Arizona Early Childhood Development and Health Board) is an essential leader and partner in creating a family-centered, equitable, high-quality early childhood system that supports the development, well-being, health and early education of all Arizona's children, birth to age 5. Created by voter initiative in 2006, First Things First is governed by a state Board with 28 regional partnership councils. First Things First is a decentralized organization that engages diverse constituencies to accomplish its mission. Organizational values include a commitment to diversity, equity and inclusion; a focus on accountability, transparency, coordination and collaboration; and an emphasis on the outcomes that will ensure young children start kindergarten healthy and ready to succeed in school and in life.

Executive Staff Assistant

Job Location:

Address: 4000 N Central Ave, Suite 500, Phoenix, AZ 85012

Posting Details:

Salary: $52,000 - $54,000

Grade: 20

Job Summary:

This position provides executive-level administrative, technical, and project support to the Public Affairs unit. The role supports internal and external coordination; manages workflow and administrative processes; assists with meetings, events, and Board Committee functions; and contributes to public engagement efforts. A critical responsibility of this position is ensuring all assigned Board Committee meetings and related processes fully comply with the Arizona Open Meeting Law. The position supports organizational procedures, state requirements, and First Things First's mission-driven culture.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

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 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.

Job Duties:
• Administrative & Executive Support Provide executive-level administrative, technical, and advisory support to the Public Affairs unit. Coordinate communications and project activities with internal staff, vendors, and external partners. Develop, implement, and manage workflow systems for vendor processes, project management, and team operations. Prepare, format, proofread, and draft correspondence, reports, letters, and emails; assist with shared email inboxes. Maintain Google Drive, SharePoint/Google intranet sites, FTF website updates, manage public affairs department handbook, update unit standards of practice, contribute to Asana tracking, digital tool tracking and payments and other internal tracking tools.
• Meeting, Event & Board Support Ensure full compliance with Arizona Open Meeting Law for all assigned Board Committee meetings, including posting notices, preparing and distributing agendas, compiling meeting materials, and documenting proceedings. Schedule, coordinate, and provide administrative support for in-person and virtual meetings and events, including document preparation, logistics, audio-visual needs, and post-meeting follow-up activities. Record accurate and timely meeting minutes in accordance with statutory requirements and agency standards.
• Financial, Travel & Operational Support Process purchase orders, travel requests, out-of-state travel approvals, and travel reimbursements in compliance with state rules for the Public Affairs Unit. Facilitate travel arrangements for team members and deliver trainings on policies and procedures. Support office operations, including ordering and tracking office supplies, maintaining inventories, and providing office coverage.
• Research, Reporting & Data Management Conduct research and data analysis to support Public Affairs projects and decision-making. Prepare budgets, track expenditures, and draft financial or operational reports. Maintain accurate recordkeeping in accordance with record retention requirements and agency policy.
• Public Engagement & Communications Support Communicate effectively using email, instant messaging, phone, and text. Develop and maintain email distribution lists; support
communication flow within and across teams. Assist print and promotional (Educational Promotion and Brand Awareness (EDUB)) procurement process when necessary.
• Culture & Additional Responsibilities Perform duties in a manner that reflects and supports First Things First's culture, mission, and collaborative environment. Support additional responsibilities related to Public Affairs, Marketing, Government Affairs and Strategic Initiatives functions as assigned.

Knowledge, Skills & Abilities (KSAs):
• At least five years' progressive administrative experience; or Bachelor's degree in a field appropriate to the assignment and two years' responsible administrative experience.
• Broad-based knowledge about state government structure, policies and procedures and general knowledge of agency rules, regulations and procedures.
• Organized, detail-oriented and proactive in handling multiple projects under deadline.
• Knowledge of the principles and practices of administration and management, regulations and operating procedures, accounting and budgeting procedures.
• Extensive computer skills with proficiency in Google Suite, Microsoft Office and Adobe as well as experience with project management and customer relationship management tools.
• Self-motivated, able to work and solve problems with a minimum of supervision and show
• Maintain a positive attitude, flexibility and exercise tact, discretion and skill in promoting mutual respect and effective communication.
• Reliable, regular and punctual attendance during core business hours.

Pre-Employment Requirements:

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: Driver's License Requirements.

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

Benefits:

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

Retirement:

ASRS

Contact Us:

...@FirstThingsFirst.org

Advertised: 11 Mar 2026 US Mountain Standard Time
Applications close:

Whatsapp Facebook LinkedIn Email App