Executive Assistant

EfficientAide; Phoenix (AZ); On-site; USD 90,000 - 110,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k)

Performance bonuses

PTO & holidays

Job summary

Phoenix-based client in Phoenix, AZ is seeking an Executive Assistant to the CEO. The role requires ownership of calendar management, travel coordination, and creating scalable administrative systems to support high-value priorities.

You will draft communications, prepare briefs, and ensure the CEO’s time is optimized while maintaining confidentiality. Ideal candidates have 5+ years of CEO-facing support in professional services, exceptional organizational skills, and the ability to operate with

Qualifications

• Five+ years supporting CEO or senior executive in a fast-paced professional services environment.
• Exceptional organizational and project management skills.
• Demonstrated ability to exercise sound judgment and maintain confidentiality while working independently.
• Demonstrated ability to manage multiple priorities independently.
• Strong proficiency with Microsoft Office and modern business software.
• Experience coordinating vendors, events, travel, and executive schedules.
• Notary (or willingness to obtain shortly after hire) preferred.

Responsibilities

• Manage the CEO’s calendar with thoughtful prioritization, sequencing, travel coordination, and realistic scheduling.
• Prepare meeting agendas, briefing materials, follow-up items, and action plans.
• Draft professional correspondence, presentations, executive communications, and meeting summaries.
• Translate conversations, verbal direction, and meeting outcomes into organized action plans and follow through.
• Protect the CEO’s time by managing competing priorities and serving as a professional gatekeeper.
• Coordinate executive travel, client meetings, dinners, conferences, and special events.
• Anticipate needs before they become requests.

Skills

Executive support

Organizational skills

Project management

Communication

Discretion and confidentiality

Prioritization under pressure

Tools

Microsoft Office

Modern business software

Calendar management tools

Job description

Please note - this role is not with EfficientAide. It's for our client based in Phoenix, AZ.

Schedule

Four 9-hour days (Monday-Thursday) plus a half-day Friday

Compensation

$90,000-$110,000 DOE

Benefits

Medical, Dental, Vision (Company Paid), 401(k), Performance Bonuses, PTO and Holidays

About the Company

We are a privately owned professional services firm headquartered in the Phoenix metropolitan area. We partner with public and private sector clients throughout the Southwest, helping deliver complex projects through trusted relationships, strategic thinking, and exceptional client service. Our culture is entrepreneurial, collaborative, and built around continuous improvement.

The Opportunity

Our CEO is increasingly focused on long-term strategy, business growth, client relationships, and leadership development. We’re looking for an Executive Assistant who becomes an extension of the executive office by creating organization, anticipating needs, improving systems, solving problems, and creating the capacity for the CEO to focus on the highest-value work.

This is far more than a traditional administrative role.

The ideal candidate enjoys taking ownership, creating systems where they don’t exist, improving processes, and making thoughtful decisions without waiting for detailed instruction. You’ll have significant autonomy to identify opportunities, solve problems, improve workflows, and create meaningful leverage for the CEO and the organization.

What Success Looks Like

Within your first year:

• The CEO’s calendar runs seamlessly with minimal executive involvement.
• Meetings, travel, and priorities are anticipated rather than reacted to.
• Administrative systems are organized, scalable, and continuously improving.
• The office consistently reflects a professional, organized, client-ready environment.
• Leadership and the CEO have complete confidence that important details are anticipated, communicated, and executed.
• You are viewed as a trusted partner who solves problems, creates capacity, and makes the organization better every day.

Primary Responsibilities

Executive Operations

• Manage the CEO’s calendar with thoughtful prioritization, sequencing, travel coordination, and realistic scheduling.
• Prepare meeting agendas, briefing materials, follow-up items, and action plans.
• Draft professional correspondence, presentations, executive communications, and meeting summaries.
• Translate conversations, verbal direction, and meeting outcomes into organized action plans and follow through.
• Protect the CEO’s time by managing competing priorities and serving as a professional gatekeeper.
• Coordinate executive travel, client meetings, dinners, conferences, and special events.
• Anticipate needs before they become requests.

Business Operations

• Create and improve administrative systems, templates, checklists, and operating procedures.
• Coordinate contracts, insurance documentation, compliance items, and professional records.
• Assist with light accounting support, including invoice processing, vendor coordination, expense tracking, and administrative reporting.
• Support quarterly planning activities, leadership meetings, and company initiatives.
• Coordinate employee events and client appreciation activities.
• Research vendors, compare options, negotiate pricing, and manage purchases.

Office Operations

Creating an exceptional workplace is an important part of this role. The ideal candidate sees the office as a reflection of the organization and takes pride in ensuring it is always welcoming, organized, and ready for employees, clients, and guests.

Responsibilities include:

• Maintaining an organized, professional office environment.
• Coordinating lunches, meetings, and client hospitality.
• Keeping conference rooms prepared for clients and leadership meetings.
• Stocking office, kitchen, and meeting supplies.
• Organizing storage rooms, cabinets, files, and shared workspaces.
• Coordinating office vendors, maintenance, repairs, and building needs.
• Continuously improve the functionality, organization, and overall workplace experience.

Whether preparing an executive presentation or reorganizing a supply cabinet, you understand that every detail contributes to a well-run, high-performing organization.

Executive Support

Occasionally assist with personal logistics and administrative support that creates meaningful time leverage for the CEO, allowing greater focus on strategic priorities.

Who You Are

• Notices what needs attention before being asked.
• Thinks independently and exercises sound judgment.
• Creates order from ambiguity.
• Researches solutions and brings thoughtful recommendations, not just problems.
• Communicates clearly, concisely, and professionally.
• Enjoys building systems and improving processes.
• Takes pride in creating an organized, welcoming workplace.
• Understands that no task is beneath you if it contributes to the success of the organization.

You are naturally resourceful. When challenges arise, your first instinct is to think through potential solutions and recommendations before seeking guidance. You don’t wait for perfect instructions. You move work forward thoughtfully and communicate proactively.

Qualifications

• Five or more years supporting a CEO, founder, owner, or senior executive in a fast-paced professional services environment.
• Exceptional organizational and project management skills.
• Demonstrated ability to exercise sound judgment and maintain confidentiality while working independently.
• Demonstrated ability to manage multiple priorities independently.
• Demonstrated ability to prioritize competing demands while maintaining exceptional attention to detail.
• Strong proficiency with Microsoft Office and modern business software.
• Experience coordinating vendors, events, travel, and executive schedules.
• High degree of discretion, professionalism, and confidentiality.
• Notary (or willingness to obtain shortly after hire) preferred.

This position is ideal for someone who thrives on ownership, continuous improvement, and becoming an indispensable partner to both the CEO and the organization.