Executive Assistant & Calendar & Operations Pro

Jobtailor; Phoenix (AZ); On-site; USD 50,000 - 68,000; Full time

Job summary

Jobtailor in Phoenix, AZ is seeking an experienced Administrative Assistant to support executives with calendar management, expense reporting, and team coordination. You will manage complex schedules across multiple time zones, coordinate meetings, and handle travel and logistics while maintaining discretion.

The role requires 3+ years of administrative experience, excellent communication, and strong MS Office skills.

Qualifications

• 3+ years of experience providing administrative support in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks with accuracy and professionalism.
• Proven confidentiality and discretion handling sensitive information.
• Proactive problem-solving and cross-functional collaboration.

Responsibilities

• Organize and maintain complex calendars across time zones with tact and integrity.
• Manage calendar, schedule meetings with internal and external colleagues.
• Coordinate logistics for meetings including rooms and tech support.
• Process expense reports and approvals per T&E policy and budget.
• Assist with timekeeping and payroll duties as needed.
• Provide coverage for other executive/administrative assistants during absences.
• Maintain org charts, onboarding for new hires, distribution lists, and team meetings.
• Handle requisitions, invoices, and office supply orders.
• Support special projects and cross-functional initiatives with discretion and organization.

Skills

Calendar Management

Expense Reporting

Timekeeping

Logistics Coordination

Requisition Processing

Attention to Detail

Team Collaboration

Integrity

Education

Bachelor's Degree

Tools

Microsoft Outlook

Webex

MS Office Suite

Job description

Jobtailor in Phoenix, AZ is seeking an experienced Administrative Assistant to support executives with calendar management, expense reporting, and team coordination. You will manage complex schedules across multiple time zones, coordinate meetings, and handle travel and logistics while maintaining discretion.

The role requires 3+ years of administrative experience, excellent communication, and strong MS Office skills.