ADMINISTRATIVE ASSISTANT 3

The Management Support Services (MSS) team of the Arizona State Retirement System (ASRS) is seeking a highly organized, adaptable, and service-oriented professional for a part-time administrative support position. The ideal candidate will have exceptional communication, problem-solving, and organizational skills, along with experience providing administrative and senior-level or executive support in a fast-paced, professional environment.

Although this position is part-time, the successful candidate must have the flexibility and availability to work additional hours, as needed, to support agency operations, accommodate workload demands, and provide coverage during periods of increased activity or staff absences.

This position plays an important role in supporting the agency's daily operations by managing a variety of administrative responsibilities, coordinating office activities, and serving as a backup resource for the team & Administrative Specialists. The position also provides direct administrative support to agency leadership, including the Director, Deputy Director & Chief Operations Officer, Chief Investment Officer, Division Chiefs, and General Counsel.

The successful candidate will demonstrate sound judgment, initiative, attention to detail, discretion, and the ability to anticipate needs and effectively balance competing priorities while delivering exceptional customer service to internal and external stakeholders.

• Prepare, edit, and format correspondence, reports, presentations, and other materials on behalf of agency leadership, the Board of Trustees, and staff.
• Review, edit, and format Director and Assistant Director level appeal responses to members to ensure accuracy, consistency, and professional presentation.
• Coordinate and manage appointments and scheduling for the Board of Trustees, Director, Deputy Director, Chief Investment Officer, and General Counsel.
• Fulfill printing requests and coordinate office supplies orders.
• Maintain a professional, organized, secure, and well-functioning office environment.
• Serve as primary point of contact by greeting visitors, directing them to the appropriate staff, and answering incoming telephone calls.
• Coordinate conference room scheduling for agency meetings and work with building management to arrange conference room rentals for building tenants and external organizations.
• Coordinate Defined Contributions Committee meetings, including preparing and distributing meeting materials.
• Assist MSS manager with the PRIDE Recognition and Bright Ideas award programs, including preparing certificates, ordering awards, and coordinating employee recognition photo sessions.
• Provide administrative support and backup to the Administrative Specialists, including facilitating Board and Committee meetings and coordinating staff travel arrangements.
• Provide backup support for building security/access.
• Provide backup support for requisition processing.

• Knowledge of administrative office practices, procedures, and business operations.
• Strong organizational, time-management, and problem-solving skills, with the ability to manage multiple priorities and meet deadlines.
• Creativity and proficiency in developing professional presentations, reports, charts, and graphs.
• Excellent interpersonal, verbal, and written communication skills, with a strong customer service orientation.
• Proficiency with standard office software products and productivity tools, including Microsoft Word, Excel, PowerPoint, and Gmail.
• Proficiency in using office technology and equipment, including printers, copiers, scanners, and computers.
• Ability to read, comprehend, interpret, and accurately apply policies, regulations, and procedures.
• Ability to work independently, exercise sound judgment, and contribute effectively as part of a team.
• Ability to manage detailed assignments with accuracy while maintaining discretion and confidentiality.

• Prefer at least six months’ administrative/support experience.
• Prefer familiarity with pension or retirement systems.
• Prefer knowledge of the Arizona Revised Statutes and the Open Meeting Law.

• Candidates selected for hire will be subject to a background investigation to include credit and criminal history.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package that includes:
• Robust and affordable insurance plans (medical, dental, life, short-term and long-term disability options)
• A top-ranked retirement program
• 10 paid holidays per year
• Accrued vacation and sick days
• An incentivized commuter club and public transportation subsidy program
• Work-life balance supported by flexible work hours, telework, and Monday thru Friday work weeks
• The opportunity to participate in deferred compensation, credit union membership, and a wellness program
• Rewarding work that benefits the people of Arizona
• Public Service Loan Forgiveness eligible employer
• Opportunity for goal-based and spot incentives

The Arizona State Retirement System is located in midtown Phoenix, within walking distance of the Light Rail. We also provide free covered parking. We offer a stable work environment and an atmosphere that fosters a healthy work-life balance.

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

This position participates in the Arizona State Retirement System pension plan.

If you have any questions, please contact Jana George at JanaG@azasrs.gov.