ITS Administrative Assistant

Administrative Assistant
Contract-to-Hire Opportunity | Public Sector Organization | Phoenix, AZ
Position Highlights

• Location: Phoenix, AZ
• Schedule: Monday-Friday, typically 8:00 AM-5:00 PM
• Flexible Hours Available: Examples include 7:30 AM-4:00 PM or 8:00 AM-4:30 PM
• Work Environment: Onsite during training; primarily onsite long term with potential for limited hybrid flexibility based on business needs
• Type: Contract with potential contract-to-hire opportunity
• Openings: 2 Positions
• Interview Process: One virtual interview
• Start Date: ASAP
• Career Growth: Opportunity to compete for future permanent employment opportunities within a large municipal organization

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Administrative Assistant
Join a large, mission-driven public sector organization that serves one of the nation's largest cities. This is an excellent opportunity for an organized, service-oriented professional who enjoys supporting leadership, coordinating operations, and helping employees navigate day-to-day administrative needs.

We are seeking two Administrative Assistants to help support an expanding administrative workload and provide critical support to leadership, facilities coordination, employee services, and departmental operations.
Position Summary
The Administrative Assistant serves as a key administrative resource, supporting leaders and employees through calendar management, travel coordination, meeting logistics, facilities requests, telecommunications support, and general office operations. This role requires strong organizational skills, excellent time management, professionalism, and the ability to balance multiple priorities in a fast-paced environment.
Key Responsibilities Executive & Administrative Support

• Manage calendars for department leadership and key stakeholders
• Schedule meetings and coordinate conference room reservations
• Coordinate travel arrangements and maintain travel records
• Plan meetings and support event logistics
• Answer and direct incoming phone calls
• Draft correspondence, reports, and administrative communications
• Track assignments and follow up on action items
• Provide general administrative support across the organization

Facilities & Operational Support

• Monitor and manage facilities-related requests
• Coordinate employee access and badging requests
• Serve as a liaison between employees and facilities teams
• Route facility concerns and service requests to appropriate groups
• Assist with workplace and office operations coordination

Telecommunications Support

• Serve as a point of contact for telecom-related requests
• Distribute organization-issued mobile devices
• Assist employees with basic phone setup and deployment processes
• Maintain tracking records and related documentation

Reporting & Administrative Functions

• Maintain spreadsheets, records, and departmental databases
• Compile information and assist with routine reporting activities
• Research inquiries and respond to requests from employees and stakeholders
• Support special projects and operational initiatives
• Help improve administrative processes and efficiencies

Required Skills & Qualifications Top Success Factors Exceptional Time Management

• Ability to manage multiple priorities simultaneously
• Strong organizational and follow-through skills
• Ability to work independently with minimal supervision

Positive, Service-Oriented Attitude

• Professional and approachable demeanor
• Comfortable interacting with leaders and employees at all levels
• Strong customer service mindset

Strong Organizational Skills

• Excellent attention to detail
• Ability to prioritize competing demands
• Effective tracking and coordination capabilities

Qualifications Required

• Experience in an administrative, office support, coordinator, customer service, or related role
• Proficiency with Microsoft Outlook and Microsoft Teams
• Experience managing calendars and scheduling meetings
• Strong written and verbal communication skills
• Proficiency using computer systems for data entry and record management

Preferred

• Experience supporting leadership teams
• Basic Microsoft Excel skills
• Experience maintaining spreadsheets and tracking reports
• Experience coordinating travel, meetings, or events

Experience Level
We welcome candidates from a wide range of backgrounds, including:

• Entry-level professionals seeking a career opportunity within a large public-sector organization
• Administrative professionals with 1-3 years of experience
• Experienced Executive Assistants or Administrative Assistants
• Retired professionals seeking stable and meaningful work

Equivalent combinations of education, training, and experience will be considered.
What Makes Someone Successful in This Role?
The ideal candidate enjoys helping others, thrives in a collaborative environment, and can confidently manage frequent interruptions while maintaining a high level of organization and professionalism. Successful individuals are approachable, dependable, detail-oriented, and comfortable serving as a resource for employees and leaders throughout the day.
Why Join Us?

• Opportunity to support a large municipal organization that serves the community
• Stable and professional work environment
• Meaningful, mission-driven work
• Exposure to executive leadership and organizational operations
• Potential pathway to permanent employment opportunities
• Collaborative and team-oriented culture

If you are an organized professional who enjoys supporting people, solving problems, and keeping operations running smoothly, we encourage you to apply.