Calculated Hire
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Recruitment Specialist at Calculated Hire Executive Administrative & Business Support Coordinator
Location:
Chandler, AZ Hybrid – Onsite 3 days/week
Duration:
5–6 months
Role Overview:
We are seeking a highly experienced
Executive Administrative & Business Support Coordinator
to backfill a critical role supporting a senior executive. This position is one of the most important administrative roles within the organization and serves as a key member of the Business Support team.
The role provides high-level executive administrative support, business operations coordination, and location/site management across a large, fast-paced organization with thousands of direct and indirect reports. The individual will act as a trusted partner to leadership, working closely with the executive, Chief of Staff, and other administrators to ensure seamless operations.
This is a hybrid role requiring onsite presence
three days per week
(days flexible but coordinated with leadership schedules). Flexibility is essential due to global team support and executive travel demands.
Key Responsibilities:
Executive & Core Administrative Support (30%)
Manage and coordinate complex executive calendars across time zones
Draft, edit, and manage executive communications and emails
Coordinate domestic and international executive travel, including after-hours logistics as needed
Prepare agendas, materials, and follow-ups for leadership meetings
Maintain organizational charts, shared files, and documentation
Process expenses and travel reimbursements using Concur
Provide onboarding support for new hires (I-9 coordination, seating, access, organizational setup)
Business & Operational Support (50%)
Serve as a central point of contact for business support needs across the organization
Coordinate quarterly leadership meetings, global town halls, and onsite events
Support global engagement initiatives, including surveys, feedback collection, and gamification tools
Partner with the Chief of Staff on routines, workflows, and leadership cadence
Coordinate with internal 1099 teams and external partners
Support Teams, Zoom, Outlook, and collaboration platforms
Draft communications and materials on behalf of leadership
Participate in weekly admin best-practice calls and coordination forums
Site & Location Coordination (20%)
Act as site and location coordinator for leadership visits and events
Manage conference room setup and readiness for executive and leadership meetings
Coordinate office supplies and location-based orders (Arieba)
Manage a site-level budget for office operations and events
Coordinate onsite logistics for leadership travel, meetings, and events
Required Qualifications:
2–4+ years of experience
in executive administrative support, business coordination, or office management
Proven experience supporting senior executives in a fast-paced, complex organization
Strong organizational skills with the ability to manage competing priorities independently
Self-starter with a proactive mindset; comfortable reaching out and driving tasks to completion
High level of professionalism, discretion, and judgment
Experience coordinating travel (including international travel preferred)
Strong written communication skills; experience drafting executive-level emails
Advanced proficiency in Outlook, Teams, Zoom
Experience with Concur and office supply platforms
Banking or regulated-industry experience is a plus, but not required
Key Attributes for Success
Highly organized and detail-oriented
Flexible and adaptable to changing priorities
Comfortable providing occasional after-hours support for global teams or events
Confident managing logistics for senior leadership
Strong relationship-builder with a service-oriented mindset
Able to match the pace, professionalism, and attitude of a senior executive’s “right-hand” administrator
Seniority Level Mid-Senior level
Employment Type Full-time
Job Function Administrative, Management, and Training
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Recruitment Specialist at Calculated Hire Executive Administrative & Business Support Coordinator
Location:
Chandler, AZ Hybrid – Onsite 3 days/week
Duration:
5–6 months
Role Overview:
We are seeking a highly experienced
Executive Administrative & Business Support Coordinator
to backfill a critical role supporting a senior executive. This position is one of the most important administrative roles within the organization and serves as a key member of the Business Support team.
The role provides high-level executive administrative support, business operations coordination, and location/site management across a large, fast-paced organization with thousands of direct and indirect reports. The individual will act as a trusted partner to leadership, working closely with the executive, Chief of Staff, and other administrators to ensure seamless operations.
This is a hybrid role requiring onsite presence
three days per week
(days flexible but coordinated with leadership schedules). Flexibility is essential due to global team support and executive travel demands.
Key Responsibilities:
Executive & Core Administrative Support (30%)
Manage and coordinate complex executive calendars across time zones
Draft, edit, and manage executive communications and emails
Coordinate domestic and international executive travel, including after-hours logistics as needed
Prepare agendas, materials, and follow-ups for leadership meetings
Maintain organizational charts, shared files, and documentation
Process expenses and travel reimbursements using Concur
Provide onboarding support for new hires (I-9 coordination, seating, access, organizational setup)
Business & Operational Support (50%)
Serve as a central point of contact for business support needs across the organization
Coordinate quarterly leadership meetings, global town halls, and onsite events
Support global engagement initiatives, including surveys, feedback collection, and gamification tools
Partner with the Chief of Staff on routines, workflows, and leadership cadence
Coordinate with internal 1099 teams and external partners
Support Teams, Zoom, Outlook, and collaboration platforms
Draft communications and materials on behalf of leadership
Participate in weekly admin best-practice calls and coordination forums
Site & Location Coordination (20%)
Act as site and location coordinator for leadership visits and events
Manage conference room setup and readiness for executive and leadership meetings
Coordinate office supplies and location-based orders (Arieba)
Manage a site-level budget for office operations and events
Coordinate onsite logistics for leadership travel, meetings, and events
Required Qualifications:
2–4+ years of experience
in executive administrative support, business coordination, or office management
Proven experience supporting senior executives in a fast-paced, complex organization
Strong organizational skills with the ability to manage competing priorities independently
Self-starter with a proactive mindset; comfortable reaching out and driving tasks to completion
High level of professionalism, discretion, and judgment
Experience coordinating travel (including international travel preferred)
Strong written communication skills; experience drafting executive-level emails
Advanced proficiency in Outlook, Teams, Zoom
Experience with Concur and office supply platforms
Banking or regulated-industry experience is a plus, but not required
Key Attributes for Success
Highly organized and detail-oriented
Flexible and adaptable to changing priorities
Comfortable providing occasional after-hours support for global teams or events
Confident managing logistics for senior leadership
Strong relationship-builder with a service-oriented mindset
Able to match the pace, professionalism, and attitude of a senior executive’s “right-hand” administrator
Seniority Level Mid-Senior level
Employment Type Full-time
Job Function Administrative, Management, and Training
#J-18808-Ljbffr