Administrative Assistant (part-time)

Do you thrive in a fast-paced environment and enjoy supporting a high-level, prestigious group of Arizona’s top legal professionals? We are seeking an energetic and highly organized part-time (20 hours a week) Administrative Assistant to help support our esteemed Board of Governors! In this exciting role, you will play a crucial part in ensuring the smooth and efficient operation of our meetings. You'll be responsible for coordinating meetings, preparing materials, managing calendars, and providing exceptional administrative support. If you have a passion for detail, excellent communication skills, and a proactive approach to problem-solving, we encourage you to apply!

Benefits of working at the State Bar of Arizona include:

• Generous paid vacation and sick time
• 10 paid holidays per year 2 additional floating holidays
• 8 hours of paid volunteer hours per year
• Paid parental leave up to 8 weeks
• 401(k) with employer match
• Public Service Loan Forgiveness (PSLF)
• Quarterly wellness reimbursement for gym membership
• A community of friendly and collaborative co-workers

If you are ready for a rewarding legal job that makes a significant impact on the Arizona legal profession while protecting the public, we want you on our team! To hear more about the mission of the SBA, please visit https://www.youtube.com/watch?v=DTd_T8s6BNw.

FULL JOB DESCRIPTION

Job Summary

Under general supervision, coordinates Board of Governors’ meetings and activities, and provides the necessary administrative support to the Manager of Board Operations for the successful completion of Board directives.

Duties and Responsibilities

The duties and responsibilities listed below are essential to the employee’s position:

• Serves as administrator for Board Meetings. Prepares and disseminates all necessary Board-related meeting agenda and materials. Maintains confidential Board of Governors website and prepares Board Meeting Highlights for Arizona Attorney and dissemination as appropriate.
• Serves as administrator for Executive Council and Board meetings. Prepares and disseminates all necessary E.C.-related meeting material.
• Takes official minutes during Executive Council and Board meetings, ensuring accurate documentation of discussions, decisions, and action items.
• Maintains calendar, makes travel and meeting reservations and arrangements for Officers, Board Members, and senior staff (both individual and group meetings), and handles travel reimbursements.
• Assists in preparation of Board of Governors annual budget.
• Maintains and updates electronic and hard copy filing systems. Retrieves information from files, when needed. Maintains Board Manual with current procedures.
• Acts as in-house assistant to the President of the Board of Governors.
• Reviews and coordinates mail and documents for signature.
• Assembles confidential and sensitive information for the President.
• Coordinate’s meetings and teleconferences for the President.
• Organizes and prioritizes information:
• Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Assembles confidential and sensitive information for department, Board of Governors, and members.
• Prepares timely and accurate reports, as required on a daily, monthly, quarterly, or annual basis.
• Creates and composes general correspondence, memos, charts, tables, presentations, etc. Proofreads copy for spelling, grammar, and layout making appropriate changes.
• May assist in the set-up details for member and board-related functions, member tours and meetings for the Board of Governors.
• Collaborates on planning key events outside the monthly Board meetings (e.g., Convention, Retreat, etc.). Includes coordinating event set-up details with others to assure event goals are met; provides member relations support, as necessary.
• Assists Manager of Board Operations with the Board Elections and other key Committee, Task Forces and assignments as directed.
• Supports the CEO in the absence of the Executive Assistant.
• Supports the Chief of Staff in the absence of the Manager of Board Operations
• Works within a team on special and ongoing projects.
• Assists in coordinating recruitment for and appointment of members to Bar and Board committees, working groups and task forces. Creates and maintains tracking mechanism for appointment process and prepares supporting documents and correspondence as needed or assigned.
• May serve as liaison to working groups, advisory groups, committees, and task forces as needed and assigned.
• May assist in transitioning manual processes into automated systems.
• Develops, documents, and maintains Standard Operating Procedures (SOPs) for various business processes to ensure efficiency, consistency, and compliance across the organization.
• Performs all other related duties, as assigned. May be requested to assist with special projects from time to time.

Education and/or Experience Required

Associate degree required. Two (2) to five (5) years related experience in a non-profit and/or legal environment required. Prior experience in working with a Board and volunteers and senior level management preferred.

Skills and Abilities

• Performs all duties in compliance with internal procedures and external regulations. Is responsible for bringing compliance issues to the attention of management.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to write routine and non-routine reports and correspondence. Ability to conform writing to prescribed style format.
• Must maintain confidentiality of all information provided by CEO/Executive Director, Officers, and Board Members.
• Ability to effectively present information in one-on-one situations (e.g., callers) in a professional and friendly manner. Must have excellent customer-service skills.
• Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Some analytical ability is required to gather and summarize data for reports.
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact, and diplomacy.
• Must be able to perform basic mathematical functions (e.g., adding, subtracting, multiplying, dividing).
• Strong attention to detail and well organized.
• Must be team oriented but able to work independently.
• Model the behaviors expected of all SBA employees by:
• Cultivating a positive work environment.
• Prioritizing and setting manageable goals.
• Being efficient with time at work.
• Communicating effectively with management, staff, members, clients, visitors, and the public.
• Being flexible and taking criticism constructively.
• Maintaining the highest ethical standards.

Computer Skills

Microsoft windows environment with Office Suite to include formatting and production of word processing documents, spreadsheets, and reports. Ability use tools for video conferencing, as needed. Adobe Pro skills a plus.

Certificates, Licenses, Registrations:

Required: Position may require travel within metropolitan area; thus, reliable transportation is required. If using personal vehicle, must ensure have appropriate driver’s license and insurance coverage.

Other

Regular attendance is required. Overtime may be required to fulfill duties of position. At times, individual must be able to work in a fast-paced environment with ability to manage and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The Employee frequently lifts and/or moves up to 10 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination. Work environment is subject to interruptions, varying and unpredictable situations and time pressures related to multiple tasks. It also requires regular use of computer keyboard and monitor. There is extensive repetitive motion in using hands/wrists.

EOE

Job Type: Part-time

Pay: $22.00 - $24.00 per hour

Expected hours: 20 per week

Benefits:

• 401(k)
• Paid time off

Schedule:

• Choose your own hours
• Day shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• non-profit and/or legal administative: 2 years (Required)

Ability to Relocate:

• Phoenix, AZ 85016: Relocate before starting work (Required)

Work Location: Hybrid remote in Phoenix, AZ 85016

Salary : $22 - $24