Executive Assistant Job at AAA Mountain West Group in Phoenix

Overview

We are seeking a seasoned and strategic Executive Assistant to provide high-level administrative and operational support to an Officer-level leader. This role requires exceptional organizational acumen, judgment, and the ability to manage competing priorities with professionalism, discretion, and confidentiality. This is not a traditional assistant role; this is a trusted partner position that helps drive executive-level initiatives, ensures operational alignment, and facilitates communication across the assigned division. As a Cross-Functional Liaison, the Executive Assistant collaborates across divisions, represents the executive to facilitate internal partnerships, gathers crucial insights, and ensures follow-through on key initiatives.

Note: This role is hybrid and requires 3 days a week onsite in our Phoenix, AZ office.

Responsibilities / Job Duties

• Executive Support
• Provide proactive calendar, travel, and expense management to optimize the Officer’s time and protect priorities
• Serve as the primary point of contact between the Officer and internal/external stakeholders
• Prepare high-quality correspondence, meeting materials, and Officer/Executive-level presentations

• Operational & Strategic Coordination
• Support division planning cycles, business reviews, and leadership team meetings
• Monitor key initiatives, timelines, and deliverables to ensure accountability
• Help prioritize and organize complex workstreams to align with enterprise goals
• Prepare and deliver reports, presentations, and executive summaries for the executive, translating complex information into clear insights

• Leadership Enablement
• Anticipate needs and remove obstacles to maximize impact
• Support internal communications and draft messages, updates, and presentations for broader audiences
• Maintain confidentiality and discretion with sensitive information
• Collaborate across divisions to support internal partnerships and influence
• Prepare for meetings by gathering insights, briefing materials, and follow-ups
• Represent the executive in internal meetings as needed, tracking action items and ensuring closure

• Project & Process Oversight
• Partner with internal teams to manage special projects from concept to execution
• Implement tools, templates, or processes to improve efficiency and alignment
• Track budgets, vendor relationships, and key operational metrics

Knowledge / Skills / Abilities

• Bilingual communication skills (preferred)
• 7+ years of experience supporting officer- or C-Suite-level leaders in a corporate environment
• Proven ability to manage strategic and administrative functions in a high-velocity setting
• Strong organizational, project management, and problem-solving skills
• Excellent verbal and written communication skills
• High proficiency in Microsoft Office, Google Suite, and collaboration tools (e.g., Google Meet, Zoom)
• Ability to work independently while thriving in a collaborative EA team
• Strong business acumen, professional maturity, and professional presence

• What You Bring to AAA-MWG
• Solutions-focused mindset and ability to navigate ambiguity
• Attention to detail with the ability to see the bigger picture
• Desire to help others be more effective and successful
• Presence, polish, and confidence to represent the Officer and team at all levels

Education, Competencies, Certifications / Licenses

• Minimum Qualifications
• High School diploma or GED
• 5-8 years of progressive executive administrative support, with significant direct C-suite or senior leadership support
• Experience managing complex executive calendars and conflicts, prioritizing commitments
• Complex Travel & Logistics Management
• Experience with complex domestic and international travel, multi-leg itineraries, visas, ground transport, and handling last-minute changes
• Meticulous management of executive expense reports
• High-Level Communication & Liaison
• Act as primary liaison with internal/external stakeholders
• Draft, proofread, and edit high-level correspondence and presentations
• Represent the Officer professionally in verbal communication
• Meeting & Project Coordination
• Plan and facilitate high-stakes meetings, including agendas, materials, minutes, and action items
• Provide project coordination and track executive initiatives, deadlines, and deliverables
• Discretion & Confidentiality
• Maintain an unblemished record handling highly sensitive information with discretion and professionalism
• Technological Proficiency
• Advanced proficiency with Microsoft Office and Google Suite; experience with Zoom and other virtual meeting platforms
• Familiarity with CRM systems and project management software is preferred
• Proactive & Problem-Solving Mindset
• Anticipate needs, foresee issues, and implement solutions without direct supervision
• Strong independent problem-solving skills
• Relationship Building
• Ability to build collaborative relationships with internal teams, external partners, and executive peers

• Preferred Qualifications
• Bachelor’s degree
• Executive Assistant or Project Management certification
• Experience managing office budgets or departmental finances in a fast-paced, global company

Working Environment / Minimum Physical Requirements

Works in an office environment; typically 50-80% of time on a computer. Hybrid with a minimum of 3 days in-office and some travel for on-site meetings.