Executive Assistant

Olympic West Fire Protection LLC; Tempe (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Olympic West Fire Protection LLC in Tempe, AZ seeks an experienced executive assistant to support the Managing Director. Responsibilities include calendar management, complex travel arrangements, expense reporting, and confidential administrative tasks.

The role engages with staff at all levels in a fast-paced environment and requires proactive, detail-oriented professionals with strong communication. Minimum qualifications include a BA/BS in business administration and at least three years of

Qualifications

• Minimum undergraduate degree in business administration preferred.
• At least three years in executive-level administrative support or coordination.
• Proficiency with Microsoft Outlook, Excel, Word, PowerPoint; SharePoint is a plus.
• Excellent writing and proofreading skills; strong written and verbal communication.
• Ability to work independently with minimal supervision in a fast-paced environment.

Responsibilities

• Manage calendar activity, schedule appointments and calls, coordinate complex travel, and handle expense reporting.
• Communicate effectively with executives and staff to relay information about the firm’s activities.
• Support MD on projects, including budget administration, invoice reconciliation, and event logistics.
• Schedule and organize conferences; prepare weekly and monthly reports.
• Provide other administrative support to the executive team as needed.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Proofreading

Attention to detail

Multi-tasking

Education

Undergraduate degree in Business Administration

Tools

Microsoft Office

SharePoint

Job description

Provides high level support for an executive[s], handling a wide range of administrative and executive support-related responsibilities and can work independently with little or no supervision. Has the ability to interact with staff at all levels in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient with a high degree of professionalism and confidentiality. Compensation will be based on prior experience.

Key Roles & Responsibilities include, but are not limited to:

• Manage calendar activity, schedule appointments and phone calls, coordinate complex travel arrangements, and administer expense reporting and tracking
• Communicate effectively with executives and other administrative staff to gather and convey information about the Firm’s activities
• Provide support for projects to meet the ongoing needs of the Managing Director, including budget administration, reconciliation and submission of invoices, organization of Innovation-related events, maintaining the office’s calendar, and logistical and technical needs
• Schedule and organize conferences
• Complete weekly and monthly reports on a variety of subjects
• Provide other administrative support to the rest of the executive team members, as needed

Minimum Qualifications

• Undergraduate degree in Business Administration preferred
• Minimum of three years prior executive-level administrative support or coordinator experience is required, ideally in a matrixed work environment
• Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) - SharePoint is a plus
• Excellent writing and proofreading skills
• Must have effective written and verbal communication skills and demonstrate confidence in communicating with all levels of the organization
• Possesses critical thinking skills and demonstrates problem-solving capabilities
• Self-starter with initiative who is also able to operate with minimal supervision
• Strong organizational skills and ability to multi-task in a fast-paced environment
• Maintains attention to detail and ensures accuracy in work performed
• Demonstrated ability to work independently and follow through on assignments with excellent attention to detail
• Proven ability to multi-task and work well under pressure while meeting deadlinesProven ability to handle sensitive and confidential information ethically and responsibly
• Ability to work flexible hours (i.e., working before 7 am or after 4 pm) as required
• Strong team member with collaborative skills