Executive Administrative Assistant

Ultimate Staffing Services; Phoenix (AZ); On-site; USD 52,000 - 55,000; Full time

Job summary

Ultimate Staffing Services in Phoenix, AZ, is seeking an Executive Administrative Assistant to provide high-level support to senior leadership. You will manage calendars, coordinate travel, prepare reports, and handle confidential information with discretion.

This role requires 5+ years of experience, a bachelor's degree or equivalent, strong Microsoft 365 skills, and excellent communication and organizational abilities.

Qualifications

• Bachelor's degree preferred or equivalent experience.
• 5+ years of executive administrative support experience.
• Advanced proficiency in Microsoft 365 applications.
• Strong organizational, time management and communication skills.

Responsibilities

• Manage complex executive calendars, meetings, and travel arrangements.
• Coordinate internal and external meetings and events.
• Prepare agendas, presentations, and briefing materials.
• Handle confidential information with discretion and professionalism.

Skills

Calendar management

Travel coordination

Communication

Confidentiality

Problem solving

Education

Bachelor's degree

Tools

Microsoft 365

Outlook

Excel

Job description

Executive Administrative Assistant (JN -082026-428574) Phoenix, Arizona

Salary: USD38 - USD40 per hour

Executive Administrative Assistant

Position Summary

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

Yes, I am currently eligible to work (work permit/visa/citizenship) in the country to which I am applying. No, I am not currently eligible to work (work permit/visa/citizenship) in the country to which I am applying.