JOB SUMMARY
As an Executive Assistant, you will play a pivotal role in supporting high-level executives and ensuring the seamless operation of executive functions. Your responsibilities will include managing schedules, coordinating meetings, handling confidential information, and acting as a liaison between executives and various stakeholders. The ideal candidate will be highly organized, possess exceptional communication skills, and demonstrate a proactive approach to problem-solving.
ESSENTIAL FUNCTIONS
Knowledge and Skills
- Proficient in office productivity tools such as Microsoft Office Suite and Google Workspace.
- Familiarity with calendar management and scheduling software.
- Strong organizational and multitasking abilities.
- Exceptional attention to detail and accuracy.
- Ability to handle confidential and sensitive information with discretion.
- Excellent time management skills.
Problem Solving/Analysis
- Identify and resolve scheduling conflicts.
- Anticipate potential issues and proactively address them.
- Analyze complex information and provide insightful recommendations.
- Collaborate with executives to streamline processes and improve efficiency.
Business Impact and Scope
- Contribute to the overall efficiency and effectiveness of executive operations.
- Ensure executives are well-prepared for meetings and events.
- Enhance communication flow between executives and various departments.
- Contribute to the positive image and reputation of the executive office.
Communication and Collaboration
- Communicate effectively with internal and external stakeholders.
- Collaborate with other administrative professionals to optimize workflow.
- Facilitate communication between executives and team members.
- Draft and edit executive-level communications.
Influence Responsibility/Level of Interaction
- Provide support in decision-making processes.
- Act as a representative of the executive office in a professional manner.
- Influence positive changes in administrative processes.
- Build relationships with key stakeholders on behalf of executives.
Supervisory Responsibility and Autonomy
- Supervisory Responsibility – none.
- Demonstrate a high level of initiative and ability to work independently.
- Exercise discretion in handling sensitive information.
- Take ownership of assigned tasks and projects.
QualificationsREQUIRED SKILLS & ESSENTIAL QUALITIES
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with calendar management software.
- Familiarity with video conferencing tools.
Soft Skills
- Excellent verbal and written communication skills.
- Strong interpersonal skills.
- Adaptability and flexibility.
- Proactive problem-solving abilities.
- Exceptional organizational skills.
EDUCATION & EXPERIENCE
Minimum Qualifications
- Bachelor's degree in Business Administration, Management, or a related field.
- Proven experience as an executive assistant or in a similar role.
- Strong references demonstrating reliability and professionalism.
Preferred Qualifications
- Certification in administrative or executive support.
- Experience supporting C-level executives.
- Familiarity with project management tools.
WORK ENVIRONMENT / TRAVEL REQUIREMENTS
Physical Requirements
Must be able to lift 25 lbs, prolonged sitting at workstation.
Travel Requirements
25%
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Job Type: Full-time
Pay: Up to $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
Ability to Commute:
- Scottsdale, AZ 85251 (Preferred)
Ability to Relocate:
- Scottsdale, AZ 85251: Relocate before starting work (Required)
Work Location: Hybrid remote in Scottsdale, AZ 85251