Executive Assistant

Olympic West Fire Protection LLC; Tempe (AZ); On-site; USD 52,000 - 72,000; Full time

Job summary

Olympic West Fire Protection LLC in Tempe, AZ seeks an experienced Executive Assistant to provide high-level support to the Managing Director. You will manage calendars, coordinate travel, prepare reports, and handle confidential information with discretion.

This role requires three-plus years of executive support, superb written and verbal communication, strong organizational skills, and the ability to work independently in a fast-paced environment.

Qualifications

• Undergraduate degree in Business Administration preferred.
• Minimum of three years executive-level administrative support experience required.
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint); SharePoint a plus.
• Excellent writing and proofreading skills.
• Effective written and verbal communication across all levels.
• Strong problem-solving and organizational abilities.
• Self-starter with initiative and ability to work with minimal supervision.
• Ability to multi-task and maintain accuracy in a fast-paced environment.
• Discretion handling sensitive information.
• Willingness to work flexible hours (before 7 am or after 4 pm).
• Strong teamwork and collaboration skills.

Responsibilities

• Manage calendar activity, schedule appointments and calls; coordinate complex travel and expense reporting.
• Communicate with executives and staff to convey information about firm activities.
• Support Managing Director with budgets, invoices, and event organization.
• Schedule and organize conferences.
• Complete weekly and monthly reports on various subjects.
• Provide other admin support to executive team as needed.

Skills

3+ years executive admin experience

Written & verbal communication

Attention to detail

Organizational skills

Confidential information handling

Self-starter

Multi-tasking

Flexibility with hours

Collaboration

Education

Undergraduate degree in Business Administration preferred

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 deadlines
• Proven 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