Executive Specialist

Jobtailor; Arizona; On-site; USD 60,000 - 90,000; Full time

Job summary

Jobtailor in Arizona is seeking an experienced Executive Administrative professional to support multiple CIOs, coordinating meetings, travel, and communications. The role requires handling calendars, scheduling, and on-site office support with a focus on accuracy, discretion, and efficiency.

You will draft memos, manage expense workflows, onboard staff, and partner with the CIO Business Services team to deliver workforce reports and internal communications.

Qualifications

• 6+ months of Executive Administration experience.
• Banking/financial services admin experience desired.
• Excellent verbal, written, and interpersonal communication.
• Advanced Microsoft Office (Word/Excel/Outlook/PowerPoint).
• Concur experience preferred.
• Ability to manage multiple high-priority tasks in a fast-paced environment.
• Support multiple senior leaders with discretion and urgency.
• On-site availability at the posted location.
• Visa sponsorship not available.

Responsibilities

• Provide end-to-end administrative support for multiple CIOs.
• Plan meetings, take notes, manage calendars, and maintain forward-looking travel schedules.
• Organize staff meetings, all-hands meetings, and in-person and virtual offsites.
• Provide in-office support, including ordering office supplies, reserving meeting rooms, catering, and mail sorting and delivery.
• Facilitate and organize employee engagement activities, skip-level meetings, and internal communications.
• Draft memos and organizational announcements, edit emails, and prepare communications on executives' behalf.
• Process expense reports and invoices and track and manage travel and entertainment budgets.
• Assist with employee onboarding, equipment and system access requests, and I-9 completion.
• Partner with the broader Chief of Staff Business Services team on spreadsheets, databases, presentations, workforce reports, and distribution lists.
• Support business initiatives, plan meetings, track deliverables, and pull routine reports.
• Provide administrative procedure expertise and interpretation to less experienced staff.
• Provide administrative supervision and support to other managers within the CIO organization.
• Interact with administrative assistants, functional areas, internal peers, and senior leaders on administrative tasks.

Skills

Executive Admin

MS Office

Calendar Management

Travel Planning

Expense Management

I-9 Completion

Communication

Multitasking

Discretion

Team Collaboration

Tools

Concur

Job description

• Provide end-to-end administrative support for multiple CIOs
• Plan meetings, take notes, manage calendars, and maintain forward-looking travel schedules
• Organize staff meetings, all-hands meetings, and in-person and virtual offsites
• Provide in-office support, including ordering office supplies, reserving meeting rooms, catering, and mail sorting and delivery
• Facilitate and organize employee engagement activities, skip-level meetings, and internal communications
• Draft memos and organizational announcements, edit emails, and prepare communications on executives' behalf
• Process expense reports and invoices and track and manage travel and entertainment budgets
• Assist with employee onboarding, equipment and system access requests, and I-9 completion
• Partner with the broader Chief of Staff Business Services team on spreadsheets, databases, presentations, workforce reports, and distribution lists
• Support business initiatives, plan meetings, track deliverables, and pull routine reports
• Provide administrative procedure expertise and interpretation to less experienced staff
• Provide administrative supervision and support to other managers within the CIO organization
• Interact with administrative assistants, functional areas, internal peers, and senior leaders on administrative tasks

Requirements

• 6+ months of Executive Administration experience, or equivalent demonstrated through work experience, training, military experience, or education
• Administrative support experience in banking or financial services desired
• Excellent verbal, written, and interpersonal communication skills
• Advanced Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint
• Concur experience preferred
• Ability to execute in a fast-paced, high-demand environment while balancing multiple priorities
• Ability to support multiple senior leaders simultaneously while managing competing priorities with urgency, accuracy, discretion, and follow-through
• Ability to manage changing travel itineraries, expense reimbursement, busy calendars, and appointments accurately
• Effective organizational, multitasking, time management, and prioritizing skills
• Knowledge and understanding of business/executive travel planning
• Strong analytical skills with high attention to detail and accuracy
• Ability to work independently
• Ability to manage and process reports, maintain financial efficiencies, and reduce costs
• Willingness to work on-site at the posted location
• Visa sponsorship is not available for this position

Core Competencies

Demonstrates expertise in providing comprehensive administrative support to senior executives, including advanced proficiency in Microsoft Office and effective communication skills. Capable of managing multiple priorities in a fast-paced environment while ensuring accuracy and attention to detail.

Highest-signal resume keywords

• Executive Administration Experience
• Advanced Microsoft Office Skills
• Organizational Skills
• Communication Skills
• Expense Management

ATS Optimization Keywords

Hard Skills

• Executive Administration
• Expense Management
• Travel Planning
• Report Processing
• Calendar Management
• Meeting Coordination
• Data Management
• Budget Tracking
• I-9 Completion
• Multitasking

Soft Skills

• Interpersonal Communication
• Time Management
• Attention to Detail
• Independence
• Discretion

Industry Keywords

• Banking
• Financial Services
• Administrative Support
• CIO Organization
• Employee Onboarding

Tools & Technologies

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Concur