Executive Assistant (Phoenix) Job at Blue Spire Inc in Phoenix

Why this role exists

Our company is growing quickly. The leadership team is heavily involved in client meetings, relationship-building, delivery support, and managing a fast-moving organization of employees and vendors. We need a high-trust Executive Assistant who can run the daily operating system around leadershipcalendar, communications, follow-ups, task closureand serve as a professional point-of-contact for clients, employees, and partners.

This is not a calendar-only admin role. This is an execution and coordination role.

What youll do

1) Executive support + calendar ownership

• Own calendar management for executives: scheduling, travel, prep, priorities, buffer planning, time-blocking.
• Build structured daily/weekly schedules that protect focus time and reduce chaos.
• Draft agendas, meeting notes, action items, and follow-up emails.
• Track commitments made in meetings and ensure closure.

2) Client coordination and relationship support

• Coordinate meetings with client leaders and staff; confirm attendees, objectives, and next steps.
• Follow up with client stakeholders on open items, status requests, approvals, and documentation.
• Represent the company professionally in email/phone and help maintain strong client relationships.

3) Internal operations coordination (employees + vendors)

• Act as a first-line coordinator for employee requests
• Coordinate with staffing vendors and subcontractors
• Keep leadership informedbrief daily summaries of risks, urgent items, and things waiting on decisions.

4) Task management and closure (your core value)

• Maintain a single source of truth for leadership tasks using a tracker
• Chase owners, unblock issues, and push items to completion without micromanagement from leadership.
• Identify repeatable processes and propose improvements.

What good looks like in 6090 days

• Calendars are clean, prioritized, and realistic (fewer last-minute fires).
• Open loops shrink fast: fewer Did we follow up? moments.
• Clients experience crisp coordination and responsiveness.
• Employee and vendor requests are routed and resolved with minimal executive involvement.
• Leadership gets time back.

Required qualifications

• 3+ years supporting executives and/or coordinating operations in a professional services environment.
• Comfort in an IT services / consulting / staffing context (understanding project terms, client stakeholders, delivery teams, vendors).
• Excellent written and verbal communicationpolished, confident, professional.
• Strong organization and follow-through; you close loops reliably.
• High discretion and ability to handle sensitive info (compensation, HR issues, client matters).
• Tech-savvy: Google Workspace / Microsoft 365, Zoom/Teams, document handling, scheduling across time zones.

Competencies we care about

• Owner mindset
• Client presence: You can engage professionally and socially with senior stakeholders.
• Learning mindset: You pick up our business, tools, and people fast.
• Calm under pressure: You handle switching priorities without drama.
• Tact + backbone: You can remind, follow up, and escalate politely but firmly.