Senior Executive Assistant Job at Next Phase Enterprises in Phoenix

The Senior Executive Assistant (SEA) provides high-level administrative support to the company's president, ensuring seamless day-to-day operations and strategic coordination. This role also includes supervisory responsibilities over the Office Coordinator, ensuring the smooth functioning of office operations. The SEA acts as a trusted gatekeeper, liaison, and project manager, balancing executive support with office oversight and personal assistant duties.

Executive Business Support

• Develops a deep understanding of current sales programs and business activities where the President is involved, to pre-emptively draft responses to incoming emails.
• Develops basic knowledge of vendor and customer contacts, to understand priority emails, responses, and telephone calls.
• Develop an understanding of financials relating to business development, and review and track the data provided for accuracy.
• Provides leadership to build relationships crucial to the organization's success and manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a pulse for the issues taking place in the environment and keeping the President updated.

Executive Administrative Support:

• Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active & complex calendar of appointments, composing detailed correspondence, and compiling documents for in-office and travel-related meetings.
• Books flights, hotels, and rental cars based on the needs specified by the President
• Plans, coordinates, and ensures the President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time
• Handles confidential information with discretion and professionalism, both for professional and personal topics of the President
• Submits monthly expense reports for self and the President
• Coordinates in-office meetings and events alongside HR/IT
• Attends meetings, takes detailed notes (minutes) for meeting recaps, drafts as emails for President to send; follows up on action items until completion
• Including recurring, internal meetings
• Hosts in-office meetings for the President according to company policy/protocols
• Manages inboxes of self and the President, alerting the President of anything urgent and assists with drafting replies
• Supports cross-departmental projects (with Project Managers, Logistics Managers, Marketing, HR, IT, Accounting, etc) with effective communication, preparation and editing of business correspondence, reports, presentations, and other documents
• Coordinates samples (receiving and sending) for the President’s accounts alongside the Project Management and Sample Coordination teams
• Creates FedEx mail labels (or similar) for packages the President sends, coordinates sending and receiving

Personal Assistant Duties:

• Assist with personal scheduling, errands, and travel logistics occasionally
• Coordinate personal appointments as needed
• Manage household or personal service providers when applicable
• Ensure the President’s preferences and priorities are reflected in all arrangements
• Maintains confidentiality and privacy of these duties in the office/professional environments

Office Oversight & Team Leadership:

• Supervises and mentors the Office Coordinator, providing guidance and performance feedback
• Oversees general office operations including supplies, vendor management, and facilities coordination
• Ensures a professional and welcoming office environment and upholds the policies and protocols in the Employee Handbook
• Collaborates with HR, IT, and other departments to support office needs

Project & Event Coordination:

• Leads or supports special projects and company events
• Delegates tasks to support team for proper execution of events
• Tracks deadlines, budgets, and deliverables for executive initiatives
• Coordinates logistics for board meetings, leadership offsites, and company-wide communications

Experience & Education :

• Bachelor’s degree or equivalent experience
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• One to ten years providing support for upper-level management
• Prior experience supervising staff

Skills & Abilities :

• Excellent writing, editing, grammatical, organizational, and research skills
• Proficiency in Microsoft Office Suite/Windows, including MS Word, Outlook, EXCEL, PowerPoint, and other calendar management tools
• Strong retention and recall
• Ability to run costing models and understand margins, percentages
• Ability to conduct research and present data in a succinct and well-written manner
• Ability to work independently and with professional discretion
• Impeccable attention to detail and accuracy
• Excellent management, time-management, and problem-solving skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• “Person first” mentality
• Ability to anticipate needs and proactively solve problems