Executive/Administrative Assistant

Jobtailor; Phoenix (AZ); On-site; USD 50,000 - 68,000; Full time

Job summary

Jobtailor in Phoenix, AZ is seeking an experienced Administrative Assistant to support executives with calendar management, expense reporting, and team coordination. You will manage complex schedules across multiple time zones, coordinate meetings, and handle travel and logistics while maintaining discretion.

The role requires 3+ years of administrative experience, excellent communication, and strong MS Office skills.

Qualifications

• 3+ years of experience providing administrative support in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks with accuracy and professionalism.
• Proven confidentiality and discretion handling sensitive information.
• Proactive problem-solving and cross-functional collaboration.

Responsibilities

• Organize and maintain complex calendars across time zones with tact and integrity.
• Manage calendar, schedule meetings with internal and external colleagues.
• Coordinate logistics for meetings including rooms and tech support.
• Process expense reports and approvals per T&E policy and budget.
• Assist with timekeeping and payroll duties as needed.
• Provide coverage for other executive/administrative assistants during absences.
• Maintain org charts, onboarding for new hires, distribution lists, and team meetings.
• Handle requisitions, invoices, and office supply orders.
• Support special projects and cross-functional initiatives with discretion and organization.

Skills

Calendar Management

Expense Reporting

Timekeeping

Logistics Coordination

Requisition Processing

Attention to Detail

Team Collaboration

Integrity

Education

Bachelor's Degree

Tools

Microsoft Outlook

Webex

MS Office Suite

Job description

• Organizing and maintaining complex calendars using a high level of tact, influencing and integrity, including scheduling across multiple time zones
• Calendar management, including scheduling meetings with various colleagues internally and externally
• Coordinate logistics for meetings, including scheduling of conference rooms and technology support as required
• Preparing, reviewing and processing expense reports, and running expense report approvals, in line with company T&E policy and budget
• Assisting with timekeeping and payroll duties
• Providing coverage for other team-based Executive/Administrative Assistants that are on vacation or sick leave
• Handling organization charts and team rosters, onboarding for new hires, updating distribution lists, setting up group-wide team meetings, coordinating team real estate
• Processing of requisitions and other invoices, ordering supplies and handling ticket requests
• Support special projects and cross-functional initiatives while maintaining a high level of organization, confidentiality, and attention to detail

Requirements

• 3+ years’ experience in providing administrative support
• Ability to work well in a dynamic and fast-paced organization and manage multiple tasks and priorities
• Excellent written and verbal communication skills
• Ability to work effectively on a team, sometimes under pressure with accuracy, attention to detail, professionalism, and timely, direct follow-up
• Strong sense of integrity and ability to handle sensitive issues and maintain confidentiality
• Ability to proactively identify and resolve issues
• Ability to work with all levels of management, associates, and external business contacts
• Strong computer skills, including Microsoft Outlook, Webex, MS Office Suite (Word, Excel, PowerPoint)
• Bachelor's Degree

Core Competencies

Demonstrates strong administrative support capabilities with expertise in calendar management, expense reporting, and team coordination. Proficient in maintaining confidentiality and managing multiple priorities in a fast-paced environment.

Highest-signal resume keywords

• Calendar Management
• Expense Reporting
• Microsoft Office Suite
• Excellent Communication Skills
• Confidentiality Management

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Expense Reporting
• Timekeeping
• Logistics Coordination
• Requisition Processing

Soft Skills

• Attention to Detail
• Professionalism
• Team Collaboration
• Problem Solving
• Integrity

Industry Keywords

• Administrative Support
• T&E Policy
• Dynamic Organization
• Cross-Functional Initiatives

Tools & Technologies

• Microsoft Outlook
• Webex
• MS Office Suite