Executive Assistant Job at Calculated Hire in Chandler

Direct message the job poster from Calculated Hire 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