Executive Administrative Assistant

Location: North Phoenix 85054 - HybridDescription:We are looking for an individual who has a passion for details and can provide an outstanding, proactive standard of support for the VP. They will work autonomously and efficiently, anticipating the leader's needs and "connecting the dots" behind the scenes. The ideal candidate should be highly energetic, organized, flexible, credible, and used to working in a fast, and at times high pressure environment with numerous conflicting priorities, keeping confidentiality at the top of their mind. The VP has a very lively schedule and a large organization across Phoenix, New York, India, and the UK, along with various other leadership members globally.The Executive Administrative Assistant should be a self-starter, one who interacts regularly with the VPs team and other senior leaders Assistants, and with senior leadership teams and business leaders. This individual should be highly capable of managing their time and priorities effectively, with minimal direction, and keep the VP and VP's Chief of Staff updated on any issues arising in their absence.Job responsibilities will include:Proactively organizing and maintaining complex calendars using an elevated level of tact and integrity, including scheduling meetings and conference calls across different time zones internationally so that everything is arranged and organized well in advance.Managing the logistics of key meetings, including room reservations, catering (if needed), production of meeting materials, assisting with meeting notes and agendas, etc.Serve as the Leader EA, collaborating with the other team EAs, prioritizing and executing on the organization's meetings, town halls, team events and general priorities and other activities to maintain or boost team culture and engagement.Assisting the VP and VP's Chief of Staff in gathering and compiling information and coordinating logistics for global town hall meetings.Coordinating domestic and international travel including air, lodging, transportation, visas, and other travel-related needs, consulting with other offices for internal meetings and managing last minute changes with diplomacy and tact as required.Processing monthly expense reports in Concur.Assisting in device refresh, replacements and returns for the team (laptops/phones).Ordering supplies and/or peripherals for the team.Updating the team management roster, distribution lists, organizational charts, adding new team members/removing former ones to Slack channels, etc.Submitting of vendor invoices in Ariba.Assisting in gathering write-ups for new hires and previously promoted colleagues for the monthly organizational announcements. Supporting ad hoc project work as directed and needed.Providing coverage for other team EAs as needed.Qualifications include:Must have a minimum of 5 years of executive office management and/or administrative experience.Ability to multi-task with excellent attention to detail, well organized, work independently or with minimal direction and has a sense of urgency.Experience in handling a wide range of administrative related tasks, organizing large meetings, and arranging travel.Tactful and discreet with a mature and professional attitude.Hardworking, keen to learn and be challenged. Advanced interpersonal skills and the ability to build relationships with all internal and external stakeholders including other EA (Executive Assistants) team members.Proficient in utilizing and understanding all internal systems, Microsoft systems, and processes and policies, i.e., Online travel booking tool, HR systems, expense management systems, purchasing systems, intranet are helpful.Demonstrate dedicated approach to problem solving with strong decision-making capabilities.Excellent verbal and written communication skills.Proficiency in Microsoft Office Suite.Flexible, proactive, resourceful, and efficient.Handling of confidential and sensitive issues in an appropriate mannerTechnology background, a plusCuriosity, creativity, and a desire to have fun!

Created: 2025-03-01