Executive Assistant - Management & Services (Phoenix)

Executive Assistant - Management & Services (Phoenix)

Phoenix, AZ

Job: Administrative/Office Support

Schedule: Full-time

Travel: No

Req ID: 263507

Our Southwest Region is looking for an Executive Assistant to add to their team in the Phoenix office. The Executive Assistant will provide executive level administrative support for an officer or general manager to ensure continuity of daily global practice or regional office functions and operations.

Provide high level administrative support to Global Practice Manager, Officer or Regional Office Manager.

Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, reports, and presentations.

Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.

Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.

Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.

Prepare a variety of communication including emails, meeting agendas, and meeting minutes.

Facilitate smooth communication between Global Practice Executive and group, and internal and external clients. This may include other board members, company executives, client executives, government officials, media, and internal employees.

Responsible for handling sensitive and confidential information.

Act as Notary Public and notarize various documents.

Maintain the security and confidentiality of calendars, files, records and files.

Facilitate document approvals and processing which includes but not limited to invoices, contracts and other confidential documents.

Manage schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events.

Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.

Coordinate travel arrangements and prepare travel itineraries.

Oversee catering and conference room management for division meetings and events.

Arrange conference calls and related conference room set-up. Coordinate with IT to ensure A/V equipment is in working order.

Assist to Global Practice Manager, Officer or Regional Office Manager team with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.

Provide cross training and performance feedback on entry level administrative staff.

Coordinate department related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.

Responsible for the recruitment, development, training, and retention of staff.

Responsible for conducting performance evaluations for department staff.

Provide leadership, guidance, and instruction to the department.

Responsible for interpreting the organization's policies, purposes, and goals to staff.

Responsible for overall QA/QC process adherence.

Enforce compliance with company and site safety policies.

Performs other duties as assigned.

Complies with all policies and standards.

Ability to work in office to support executive leadership.

Bachelor's degree and 5 years administrative experience supporting senior level executives required.

Or required 9 years applicable administrative experience supporting senior level executives may be substituted for degree requirement.

Position requires ability to maintain the highest level of discretion and confidentiality.

Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.

Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.

Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.

Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).

Active Notary Public license preferred, or a willingness to obtain the license upon hire.

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

EEO/Disabled/Veterans