McGlinchey Stafford is hiring: Executive Assistant in Scottsdale

The ideal candidate is forward-thinking, solutions-oriented, and capable of anticipating needs, solving problems quickly, and making sound, independent decisions. Your ability to streamline operations and manage complex logistics will enable the Executive to focus on high-impact, strategic priorities. 5+ years related experience as an Executive Assistant or Chief of Staff supporting a senior executive, entrepreneur, or business owner; or equivalent combination of education and experience.

This role encompasses a wide range of professional, personal, and operational responsibilities that require exceptional organization, discretion, and adaptability. Key areas of focus include:

• Professional Duties
  
  • Manage and optimize complex calendars, schedules, and priorities to ensure the Executive is well-prepared and operating efficiently.
  • Oversee email and communication management, acting on behalf of the Executive with clarity, discretion, and sound judgment on what requires their direct attention.
  • Prepare, review, and organize documents, presentations, and reports for meetings, speaking engagements, and business initiatives.
  • Coordinate and communicate effectively with internal departments including Investor Relations, Marketing, and Operations to streamline workflows and follow through on key priorities.
  • Serve as a trusted liaison between the Executive and internal/external stakeholders, maintaining timely, professional, and confidential communication.
  • Support the planning and execution of events, including logistics for speaking engagements and other business-related functions, ensuring exceptional attention to detail and proactive preparation.
  • Accompany the Executive to key events, ensuring optimal preparation, minimizing distractions, and managing on-the-ground logistics.
  • Track, manage, and follow through on cross-functional projects spanning multiple business ventures.
  • Lead all travel coordination (private and commercial), including booking flights, accommodations, ground transportation, and managing last-minute changes as needed.
  • Stay current on organizational developments, business initiatives, and key relationships to provide informed support.
  • Reconcile expenses, track receipts, and gather financial documentation to assist with budgeting and reporting.
  • Perform miscellaneous administrative tasks, including running errands, managing mailings, and coordinating lunch orders.

Personal & Lifestyle Management

• Handle personal calendar management, appointments, and reservations for the Executive and family.
• • Manage household and lifestyle vendors (e.g., home maintenance, vehicle services, club memberships) with reliability and discretion.
  • Coordinate personal and family travel logistics, including itineraries and accommodations.
  • Oversee and manage personal financial tasks, ensuring accuracy and confidentiality.
  • Plan and coordinate personal events, celebrations, and engagements.
  • Support personal projects, including real estate management and private investments.
  Operational & Strategic Support
  • Anticipate needs and proactively address challenges before escalating.
  • Ensure timely execution and delivery of critical and time-sensitive documents.
  • Maintain organized and accessible digital and physical systems for files, contacts, vendors, and memberships.
  • Collaborate with business teams to monitor project timelines, ensure deliverables are met, and provide executive-level follow-through.
  • Offer scheduling flexibility and responsiveness to urgent or high-priority matters, including availability during evenings and occasional weekends.
  
  
  All other duties assigned.
  
  Other skills and Qualifications
• Microsoft Office Suite, Google Workspace, and project management/CRM tools
• Financial and operational acumen with strong attention to detail
• Proven ability to work independently, anticipate needs, and make sound decisions
• Strong organizational and prioritization skills; thrives in a fast-paced and ever-changing environment
• Excellent written and verbal communication
• High level of professionalism, discretion, and confidentiality
• This position is based in our Scottsdale office and requires occasional local travel, with the possibility of periodic domestic travel

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.