Executive Assistant

Ultimate Staffing; Phoenix (AZ); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading staffing agency is seeking an experienced Executive Administrative Assistant in Phoenix, Arizona. The role involves managing communications, scheduling meetings, and arranging travel for Executives, along with providing comprehensive administrative support. Strong organizational skills and attention to detail are essential. The candidate should be adept at managing multiple priorities and maintaining professionalism in all interactions.

Responsibilities

• Acts as the main point of contact for Executives, employees, and external vendors.
• Monitors emails and prioritizes messages based on importance.
• Prepares and coordinates hosted events, including contract negotiation.

Job description

Essential Functions & Responsibilities

• Acts as the main point of contact for Executives, employees, and external vendors and stakeholders
• Monitors emails and prioritizes messages based on timeline, importance, and key players involved
• Maintains a daily list of important items to bring to the Executive's attention
• Provides administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the Executive's behalf
• Prepares contracts and other documents for signature (wet and electronic)
• Maintains professional and personal calendars, organizes in-person and virtual meetings, including scheduling and sending reminders; prepares meeting agendas and sets up AV equipment, as needed
• Arranges travel itineraries and necessary accommodations, including airfare, lodging, registration, and related events and activities
• Prepares and coordinates hosted events, including contract negotiation and vendor selection
• Maintains Company vehicle list and sets appointments for maintenance and cleaning. Reserves Company vehicle for personnel, as needed
• Registers team members for educational events, seminars, trainings, and other meetings
• Assists with personal tasks and errands, as requested
• Manages and works cohesively with the Receptionist position
• Assists with front desk duties
• Other duties, as assigned

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, and Los Angeles County Fair Chance Ordinance.