Executive Administrative Assistant

Executive Administrative Assistant

Location: Phoenix, AZ (On-site)

Role Type: Executive Support / Administration

Job Summary

The Executive Administrative Assistant provides high-level administrative support to the Office of the CEO and members of the Leadership Team. This role requires exceptional judgment, significant initiative, and the ability to manage a broad spectrum of activities in a fast-paced environment. You will act as a proactive partner, providing project management and organizational support while maintaining the highest level of confidentiality and professionalism. This position requires a resourceful, flexible individual who can work with minimal supervision to ensure the efficiency of executive operations.

Key Responsibilities

• Executive Workflow Management: Manage daily administrative needs for the CEO and Leadership Team, including complex calendar management, scheduling, and prioritizing high-volume workflows.

• Travel & Logistics: Plan and coordinate intricate travel itineraries (flights, lodging, ground transportation). Maintain travel logs and prepare detailed expense reports.

• Communication & Liaison: Serve as an internal and external liaison for the CEO’s objectives. Screen calls, greet visitors, and manage routine and special inquiries with a high-level of customer service.

• Correspondence & Documentation: Compose and prepare business and personal correspondence. Proofread, edit, and draft documents in the CEO’s specific "style and voice."

• Meeting & Event Coordination: Assist with the planning and execution of Board meetings and high-profile activities. Handle meeting setup/tear-down, order meals, and compile critical meeting materials.

• Executive Onboarding: Partner with Human Resources to coordinate the hiring and onboarding of executive members or consultants, ensuring IT equipment, workspace, and introductory meetings are prepared prior to start dates.

• Research & Reporting: Conduct research and gather information to prepare summaries and reports for leadership.

• Technical Troubleshooting: Act as a first line of support for executive technical issues involving VPN, Zoom, Microsoft 365, and DocuSign.

Education & Experience

Required:

• Education: High school diploma or G.E.D.

• Experience: 10+ years of executive administrative experience, with at least 5 years supporting a CEO, President, or C-suite executive.

• Technical Proficiency: Advanced aptitude in Microsoft 365 (Outlook, Word, Teams, PowerPoint, Excel), Zoom, DocuSign, and VPN troubleshooting.

• Communication: Exceptional writing, grammar, and editing skills.

• Adaptability: Proven ability to reprioritize work on the fly and handle multiple complex projects simultaneously.

• Background Check: Must be able to pass a federal background check, which requires US Citizenship and clean criminal record.

Preferred:

• Bachelor’s degree in Business or a related field.

• Experience in a healthcare environment or working with government/military programs (VA, DoD, or similar).

• Military service or experience working in high-profile, high-stress settings.

Core Competencies

• Independent Initiative: A critical thinker who focuses on outcomes and finds necessary resources without constant direction.

• Discretion: Proven ability to exercise absolute judgment when addressing confidential and proprietary matters.

• Organization: High attention to detail with the ability to adjust to shifting priorities within tight time constraints.

• Team Collaboration: A positive influence who builds group commitment and is willing to do "whatever it takes" to ensure successful outcomes.