Executive Administrative Assistant

Ultimate Staffing; Phoenix (AZ); On-site; USD 65,000 - 95,000; Full time

Job summary

Ultimate Staffing is seeking an Executive Administrative Assistant to provide high-level support to senior executives, coordinating calendars, communications, and travel while safeguarding confidential information. This role partners with leadership to drive operational efficiency and manage strategic initiatives.

The ideal candidate has a Bachelor's degree (or equivalent), 5+ years of executive support experience, and advanced Microsoft 365 skills.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 5+ years of executive administrative support experience, preferably supporting senior leadership.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Exceptional organizational, time management, and problem-solving skills.
• Strong written and verbal communication skills.
• Proven ability to maintain confidentiality and exercise discretion.
• Executive presence and professionalism
• Strategic thinking and anticipation of needs
• Attention to detail and accuracy
• Strong interpersonal and relationship-building skills
• Adaptability and flexibility
• Initiative and accountability
• Excellent organizational and planning capabilities

Responsibilities

• Manage complex executive calendars, meetings, appointments, and travel arrangements.
• Coordinate and prioritize scheduling requests while proactively resolving conflicts.
• Prepare agendas, presentations, reports, briefing materials, and meeting documentation.
• Screen and manage incoming communications, ensuring timely responses and follow-up.
• Organize and coordinate internal and external meetings, conferences, and events.
• Maintain accurate records, filing systems, and executive correspondence.
• Process expense reports, invoices, purchase requests, and other administrative transactions.
• Manage logistics for business travel, including itineraries, accommodations, and transportation.
• Support strategic initiatives by tracking deliverables, action items, and deadlines.
• Assist with gathering information, preparing reports, and monitoring project progress.
• Coordinate cross-functional activities to ensure timely completion of priorities.

Skills

Calendar management

Executive support

Travel coordination

Communication

Time management

Discretion and confidentiality

Education

Bachelor's degree preferred or equivalent combination of education and experience

Tools

Microsoft 365 suite

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

The Executive Administrative Assistant provides high-level administrative and operational support to senior executives, ensuring the efficient management of daily business activities. This role serves as a trusted partner to leadership by coordinating schedules, managing communications, supporting key initiatives, and handling sensitive information with the highest level of professionalism and confidentiality.

Key Responsibilities

Executive Support

• Manage complex executive calendars, meetings, appointments, and travel arrangements.
• Coordinate and prioritize scheduling requests while proactively resolving conflicts.
• Prepare agendas, presentations, reports, briefing materials, and meeting documentation.
• Screen and manage incoming communications, ensuring timely responses and follow-up.

Administrative Operations

• Organize and coordinate internal and external meetings, conferences, and events.
• Maintain accurate records, filing systems, and executive correspondence.
• Process expense reports, invoices, purchase requests, and other administrative transactions.
• Manage logistics for business travel, including itineraries, accommodations, and transportation.

Project Coordination

• Support strategic initiatives by tracking deliverables, action items, and deadlines.
• Assist with gathering information, preparing reports, and monitoring project progress.
• Coordinate cross-functional activities to ensure timely completion of priorities.

Confidentiality & Professionalism

• Handle highly sensitive and confidential information with discretion and integrity.
• Exercise independent judgment in managing executive priorities and escalating issues as needed.
• Maintain a high level of professionalism in all interactions.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 5+ years of executive administrative support experience, preferably supporting senior leadership.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Exceptional organizational, time management, and problem-solving skills.
• Strong written and verbal communication skills.
• Proven ability to maintain confidentiality and exercise discretion.
• Executive presence and professionalism
• Strategic thinking and anticipation of needs
• Attention to detail and accuracy
• Strong interpersonal and relationship-building skills
• Adaptability and flexibility
• Initiative and accountability
• Excellent organizational and planning capabilities
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.