Executive Assistant

4 weeks ago

Scottsdale, United States The Calendar Group Full time

Our client is seeking a dynamic and adaptable C-Level Executive Assistant to be the right hand to the CEO and other key Executives. This isn’t your typical EA role—it’s a partnership. You’ll be at the heart of the leadership team, providing top-tier administrative support and serving as a critical link between executives, the board of directors, and senior management. You’ll also take the lead on executive outreach, external relations, and special projects, making sure everything runs smoothly and with professionalism.


Responsibilities:

  • Serve as the right hand to the CEO and executive team, managing sophisticated calendars, prioritizing inquiries, and ensuring seamless day-to-day operations.
  • Draft, prepare, and manage correspondence for internal and external communications, including board meetings, executive announcements, and presentations. Be responsive to emails, texts, and calls, even outside of normal business hours.
  • Plan, organize, and orchestrate meetings, events, and special projects, ensuring all logistical details align with executive priorities and organizational goals.
  • Arrange complex travel itineraries and accommodations for executives, and manage expense reports with accuracy and timeliness.
  • Handle sensitive matters with the utmost confidentiality and discretion, especially those impacting the company’s global operations.
  • Prepare high-quality documents, reports, and presentations using Word, Excel, and PowerPoint. Manage filing systems, maintain historical records, and organize information to conserve executive time.
  • Be the face and voice of the executive team, managing all interactions with stakeholders in a way that reflects our culture and the executives’ personal style.
  • Anticipate challenges before they arise, offer smart solutions, and make decisions that keep us moving forward.
  • Sustain a daily calendar of meetings and events, ensuring that all scheduling issues are resolved efficiently. Maintain strong organizational skills to juggle multiple priorities and meet deadlines in a high-paced environment.
  • Lead and complete various projects with enthusiasm, whether it’s organizing a personal event or tackling an ad-hoc task and deliver with excellence.



Requirements:


  • 5+ years of hands-on experience as an Executive Assistant, with a proven track record of supporting C-Level executives.
  • Associate’s degree in Communication or a related field.
  • Bachelor’s degree is a plus
  • Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)—you know all the shortcuts.
  • Comfortable and skilled in using AI tools like ChatGPT to streamline work and enhance productivity.


Schedule: General schedule is 9-to-5 - Willingness to adapt to flexible hours based on the needs of the business

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