Executive Administrative Assistant

2 months ago

Phoenix, United States AVI Arizona Full time
Job DescriptionJob Description

Position Summary:

Reporting to the Chief Executive Officer, position is in Phoenix, AZ. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team.

 

Duties & Responsibilities:

  • Provide calendar management for the Executive Leadership team. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Effectively prioritize and manage several work streams simultaneously, and independently solve complex problems under ambiguous conditions.
  • Precise execution of administrative activities, with high attention to detail, organization and process including, but not limited to, schedule management, presentations, meeting agendas, emails, spreadsheets, calls and internal/external communications.
  • Arrange and handle all logistics for Executive Leadership team meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
  • Manage all communications, including responding to a wide variety of inquiries and requests from internal and external customers, whilst maintaining the confidentiality of highly sensitive information.
  • Provide end-to-end customer excellence when preparing complex international and local travel arrangements, visa applications, expense report submission, accounting administration. and conference management for executive staff.
  • Processing Expense Reimbursement reports for the Executive Leadership team.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Leadership team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive Leadership team’s style and organization policy.
  • Work closely with the Executive Leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Confirmed ability to maintain a high level of confidentiality, integrity, discretion and judgement always with unyielding integrity.
  • Manage schedules so that the executive can complete their obligations in an organized, efficient way.
  • Manage multiple projects from various sources (including collaborating with other Executive Assistants including those at customer/suppliers) and prioritize/initiate follow up to ensure timely achievements of commitments.
  • Ability to balance workload under short deadlines and changing priorities in a constantly changing environment.
  • Handle all telephone calls in a professional and efficient manner; develop strong ongoing rapport with customers and employees.
  • Replenish office materials such as printer supplies, paper, office supplies, etc.
  • Provide event management support as requested.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer the main phone line and respond to inquiries.
  • Process and distribute daily mail.
  • Other projects/duties as assigned for the overall benefit of the organization.

 

Required Qualifications:

  • Executive Assistant position or a high school diploma with at least 10 years of experience as an EA.
  • At least 3 years of project management experience including coordinating and scheduling multiple events simultaneously.
  • At least 5 years of experience managing a calendar for one or more Executives (for example: setting up meetings and determining the priority of meeting requests and events).
  • Excellent judgment and impeccable discretion; demonstrates the highest level of confidentiality.
  • Experience coordinating complex domestic and international travel including understanding COVID travel restrictions and testing policies.
  • Strong computer skills with proficiency in Microsoft Applications (Outlook, Teams, PowerPoint, Word, Excel).
  • Flexibility to be available outside of traditional business hours.
  • Capacity to work overtime as needed in this global support role.
  • Excellent organizational, interpersonal, communication, and team skills.
  • Strong verbal and written communication skills.
  • Adapts quickly to changing priorities, identifies conflicts, and proactively suggests resolutions.
  • Resourceful, detail-oriented, able to solve complex problems independently.
  • Proactive; self-starter with an approachable “can do” customer service mindset and a positive attitude.
  • Calm, professional, self-confident demeanor.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Exceptional organizational skills and impeccable attention to detail. Excellent judgment is essential.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Ability to switch gears at a moment’s notice.

 

Preferred Qualifications:

Bachelor’s Degree from an accredited college or university with a minimum of 5 years of experience in a fast-paced environment.

At least 5 years of project management experience including coordinating and scheduling multiple events simultaneously preferred.

 

Travel: Must be willing to travel 10% - 50% of the time.

 

Language: Ability to read, write, speak, and understand English.

 

Physical Demands:

  • Work Environment: 100% office.
  • Must be able to lift up to 30 lbs. on occasions.
  • Carrying, Walking, Pushing, Climbing, Reaching.

 

Working Conditions:

  • Ability to work well within a cross-functional team environment and diverse communities.
  • Office environment using a computer and telephone.
  • May be requested to work overtime and weekends for special business-related program events.

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