DEPT OF TRANSPORTATION

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EXECUTIVE ASSISTANT

Job Location:

Address:  ADOT Director's Office
206 S. 17th Ave.
Phoenix, AZ 85007

Posting Details:

Salary Range: $73,650 - $83,650 

Anticipated Salary: $78,650

Grade: 22

Closing Date: July 21, 2025

Job Summary:

Serves as an Executive Assistant to ADOT's Director's Office. Responsible for a variety of executive level activities in support of the agency Director and Deputy Directors.This includes the coordination of work among diverse areas within ADOT. This position organizes executive scheduling and travel utilizing various mediums and technology, receives and directs phone and electronic inquires, handles highly sensitive and confidential correspondence, processes mail, prepares reports that require research utilizing organizational rules and policies, conducts procurement activities and reconciliation of expenditures, and collaborates with executive assistants on process changes, communication and office coverage. This position will build and maintain positive relationships with ADOT staff, Governor's office, state agencies and municipalities, and stakeholders. This position may require some travel in order to fulfill its full supporting requirements.

Job Duties:

Manages calendars and schedules executive meetings using Google Workspace (Calendar, Docs, Sheets, Slides, Drive, etc.). Organizes, manages, and conducts virtual and in person meetings using various platforms and technology, provides resources to create and organize meeting materials that support meetings, interacts with ADOT staff, Governor's Office, legislative and industry Stakeholders. This may require travel to meeting locations outside the assigned duty location.

Conveys departmental information timely and accurately, receives and directs phone and electronic inquiries, processes mail, organizes and prepares highly sensitive and confidential correspondence, prepares reports that require research utilizing organizational rules and policies.

Assist with managing executive personnel's day-to-day tasks such as email management, responding to inquiries, reviewing correspondence for signature, providing documents and information necessary for meetings and time entry and approvals. Collaborates with the other executive assistant team members on communication, process changes, and support of executives and agency projects.

Prepares and organizes executive travel arrangements and employee reimbursements. Maintains office inventory and supplies utilizing ADOT’s procurement processes.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
-Extensive knowledge of administrative principles and practices.
-Computer fluency; Google Workspace programs (Calendar Docs, Sheets, Slides, Drive, etc.).
-Arranging and managing executive leadership travel and reimbursements.
-State's purchasing system (APP) and human resources and financial management systems
-State procurement knowledge.
-AZ statutes and rules regarding the operation of the department.
-Extensive knowledge of written and verbal communication applications and keeping executive leadership informed.
-Strong writing skills (editing and proofreading material before executive review and approval and organizational management and business practices).

Skill in:
-Managing multiple calendars and schedules to support project deadlines and milestones.
- Problem solving, high-level administrative and accounting skills.
-Organizing and prioritizing multiple assignments, developing interpersonal relations, highly motivated professional skilled working in a team environment.
-Strong oral and written communication skills and research methods.
-Skills in project and task monitoring and tracking methods.
-Project management skills.
-Analyzing and solving complex, high-profile issues.
-Strategic planning and budgeting.

Ability to:
-Prioritize and drive results timely and to completion.
-Build effective working relationships with a variety of government officials, civic leaders, coworkers, etc.
-Collaborate and communicate within an executive team environment
-Ability to maintain confidentiality.
-Negotiating skills involving organizing calendars and assignments.
-Exercise good judgement and leverage resources