Executive Assistant Job at Confidential Jobs in Scottsdale

Base pay range

$80,000.00/yr - $100,000.00/yr

Position summary

The Executive Assistant directly supports the Executive through a variety of administrative duties and executive projects. These responsibilities include managing the executive’s calendars and extensive travel schedules, designing materials and presentations for meetings, and more. The Executive Assistant may be requested to support the executive in personal tasks such as ordering coffee and pickup dry cleaning.

Success looks like

• The Executive is confident that their calendar is organized with meetings that are top priority so they can effectively move the most important initiatives forward.
• The Executive is able to rely on the Executive Assistant to serve as a gatekeeper for information/meetings and ensure that critical items are not missed.

Objectives

• Ensure all administrative responsibilities are fully executed with the utmost attention to detail, efficiency, and within deadlines.
• Represent the executives and our company with a high level of professionalism, friendliness, maturity, and customer service in every interaction (internal and external), fostering genuine relationships and inspiring trust in the organization.
• Guard the executive’s time and access as a gatekeeper, determining which meeting requests to approve or deny—in alignment with the executives’ priorities and the organization’s goals.
• Take notes during Executive meetings and support with action item follow up.
• Liaise between all departments and at all levels within the organization, tracking any outstanding action items to completion and confidently moving projects forward.
• Follow applicable processes and procedures as well as write and maintain processes for their own responsibilities.
• Manage personal assistant duties as needed.
• Ensure all expense reporting is fully executed with the utmost attention to detail, efficiency, and within deadlines.

Competencies

• Proven experience in storing and retrieving digital files and maintaining databases.
• Ability to manage multiple calendars, scheduling travel, monitoring multiple email inboxes.
• Ability to take detailed notes of meetings and coaching calls that identify main points and action items.
• Ability to ensure action items are executed by the necessary stakeholder.
• Can create agendas and other meeting materials.
• Ability to resolve issues presented by clients or staff with professionalism and a focus on win-win outcomes.
• Willingness and ability to work extended hours or weekends as needed to support client events or special projects.
• Willingness to respond to texts, emails, and calls from executives, staff, and clients outside of standard office hours.
• Willingness to attend weekend events to ensure the executive is supported.

Education and experience

• Master’s Degree in a business-related field preferred.
• Must possess a valid/active driver’s license and a functioning vehicle.
• 5 years’ work experience as an Executive Assistant or similar role.

Physical requirements

• Prolonged periods sitting at a desk and working on a computer.
• This position will require travel - up to 15%.
• This position will require weekend attendance - on average 50%.

Commitment to diversity

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce we recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

Expiring status

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