Executive Assistant

2 weeks ago

Tempe AZ United States The Intersect Group Full time

The intersect Group is working with a client who is in search for a Executive Assistant to joing theri team.


Position Overview:

The C-Level Executive Administrative Assistant to the General Manager is responsible for providing high-level administrative support to the GM, managing daily operations, and ensuring efficient coordination of activities between the GM and internal/external stakeholders. The ideal candidate will demonstrate discretion, strong organizational skills, and the ability to handle sensitive information with confidentiality. This role is critical to maintaining the smooth functioning of the GM’s office and the overall executive team’s operations.

Key Responsibilities:

1. Executive Support:

  • Serve as the primary point of contact for the GM, handling all forms of communication, including phone calls, emails, and correspondence.
  • Manage the GM's calendar, scheduling meetings and appointments.
  • Prepare and edit presentations, reports, meeting agendas, and minutes.
  • Assist with prioritizing the GM's daily tasks and ensure efficient time management.

2. Meeting Coordination:

  • Organize and coordinate meetings with internal teams, external clients, and stakeholders.
  • Prepare briefing materials for meetings and follow up on action items.
  • Manage logistics for meetings, including room bookings, virtual meeting platforms, catering, and AV requirements.

3. Communication and Liaison:

  • Serve as the liaison between the GM and other executives, department heads, and external partners.
  • Facilitate communication between the GM and key stakeholders to ensure alignment with company objectives.
  • Handle incoming and outgoing communications on behalf of the GM with professionalism and clarity.

4. Project Management:

  • Assist the GM in tracking the progress of strategic initiatives and projects.
  • Follow up with key team members to ensure deadlines are met and objectives are achieved.
  • Manage special projects, research assignments, and ad-hoc requests as needed.

5. Expense Management:

  • Process expenses, track budgets, and manage reimbursements.

6. Document and Data Management:

  • Organize and maintain files, documents, and records, both electronic and physical, for quick access.
  • Ensure the accuracy and completeness of information in reports and documents.
  • Manage and track confidential documents securely.

7. Administrative Support to the Executive Team:

  • Provide administrative support to other C-level executives as needed.
  • Manage ad-hoc requests, ensuring a high level of attention to detail and efficiency.

Qualifications and Skills:

  • Bachelor’s degree in Business Administration, Communications, or related field preferred.
  • 5+ years of experience as an Executive Assistant or Administrative Assistant in a corporate environment, preferably supporting senior-level executives.
  • Strong organizational and multitasking skills, with the ability to prioritize and manage multiple deadlines.
  • Exceptional written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management tools.
  • Discretion and ability to handle confidential information with integrity.
  • Strong problem-solving skills and a proactive approach to managing tasks and anticipating the GM's needs.
  • Ability to work independently with minimal supervision in a fast-paced environment.
  • High level of professionalism, adaptability, and attention to detail

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