Executive Assistant

ATRA; Tempe (AZ); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Competitive PTO and holidays

Health, dental, and vision insurance

401(k) with company match

Gym membership stipend

Laptop provided

Bi-weekly catered lunches and team-bon

Team-building outings

Collaborative culture

Job summary

ATRA is seeking a highly organized Executive Assistant to provide essential support to the CEO. The role involves managing the CEO’s calendar, scheduling meetings, handling communications, and coordinating travel, all while handling multiple priorities in a fast-paced marketing environment.

You will gain hands-on experience in digital marketing and sales strategies while supporting the leadership team and maintaining confidentiality.

Qualifications

• Proven experience supporting C-suite leaders, ideally in marketing or related industry.
• Excellent organizational skills with the ability to multitask and manage priorities.
• Strong written and verbal communication for internal and external stakeholders.

Responsibilities

• Organize and maintain the CEO’s calendar; coordinate meetings with stakeholders.
• Manage email correspondence and draft responses; liaise with internal and external teams.
• Prepare reports, documents, and presentations as needed.
• Handle a variety of personal and professional tasks to support day-to-day operations.
• Plan, coordinate, and book travel for quarterly in-person meetings and events.
• Procure office supplies, greet visitors, and manage deliveries; keep the office tidy.

Skills

Executive support

Calendar management

Email management

Communication

Adaptability

Proactive mindset

Discretion

Tools

Microsoft Office

Google Workspace

Project management tools

CRM

Job description

We’re seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide vital support to the CEO of ATRA. You must thrive in a fast-paced environment, manage priorities seamlessly, and excel at keeping everything on track. You’re a self-starter who anticipates needs, takes initiative, and ensures nothing falls through the cracks. You’re also eager to immerse yourself in the world of digital marketing and sales, learning from industry leaders as part of your role.

Key Responsibilities

Schedule Management

• Organize and maintain the CEO’s calendar; ensure efficient time management and protect the CEO’s time.
• Seamlessly coordinate and schedule virtual and in-person meetings between the CEO and key stakeholders.

Communication

• Manage email correspondence, write responses, and act as a liaison for internal and external communications.
• Manage team communication channels to keep high-priority items moving; flag any immediate action items for the CEO.

Administrative Support

• Schedule internal team meetings across different time zones.
• Prepare reports, documents, and presentations as needed.

Task Management

• Handle a variety of personal and professional tasks to support the CEO’s day-to-day responsibilities.
• Prioritize the CEO’s tasks and keep the leadership team on track.

Travel Arrangements

• Plan, coordinate, and book travel arrangements for quarterly in-person meetings, award ceremonies, events, and other CEO/team business trips.

Office Management

• Procure supplies and equipment for the office regularly while staying within budget.
• Keep the office stocked and tidy.
• Greet in-person guests, clients, and interviewees.
• Take deliveries and assist with mailing sensitive documents.
• Gain insights and hands-on experience in digital marketing and sales strategies, learning directly from experts in the field.

Key Requirements

• Experience: Proven experience in an executive assistant role or similar, ideally supporting C-suite leaders and preferably within the marketing industry.
• Tech-Savvy: Proficiency in tools like Microsoft Office, Google Workspace, and project management platforms. CRM knowledge is a plus!
• Exceptional Organization: A talent for managing a busy calendar, multitasking, prioritizing tasks, and maintaining attention to detail in scheduling, travel, and documents.
• Strong Communication: Excellent written and verbal communication skills, with the polish to represent the CEO to internal teams, clients, and guests.
• Adaptability: Ability to pivot and adjust priorities quickly based on evolving needs.
• Proactive Mindset: A knack for anticipating needs and solving problems before they arise.
• Discretion and Integrity: Trusted to handle confidential and sensitive information with care.
• Curiosity and Drive: A genuine interest in learning about digital marketing and sales to grow your knowledge and contribute to ATRA’s success.
• $55,000 - $65,000 annual salary, depending on experience
• Competitive PTO + 1 week Holiday Break + Paid Holidays
• Health, dental, and vision Insurance
• 401(k) + company match
• Life Time Fitness gym membership stipend
• Ergonomic sit/stand desk + company-provided laptop
• Bi-weekly catered lunches & monthly team-building outings
• A collaborative, Outlier-driven culture where high standards and innovation thrive