Executive Assistant

Job Description

Job Description

Job Description: The Executive Assistant will provide direct support to the President and CEO, and core leadership team, ensuring seamless executive-level administrative operations in a high-volume, fast-paced corporate environment. This role is responsible for managing complex scheduling, travel coordination, communications, and high-level administrative support while maintaining strict confidentiality and operational efficiency. The position requires a strong sense of urgency, exceptional organizational skills and the ability to manage multiple priorities simultaneously. This role is 100% onsite at the corporate office in Arizona, and includes participation in an on-call rotation for urgent travel and scheduling needs. Responsibilities:

• Manage complex executive calendars, including scheduling, prioritization, conflict resolution, and real-time adjustments for the President and CEO, and core leadership team.

• Coordinate all domestic and international travel arrangements, including detailed itineraries, accommodations and logistics.

• Support Board of Trustees meetings, including full event planning, administrative coordination, logistics management and related documentation.

• Prepare, edit, proofread and format executive-level correspondence, presentations, reports and internal communications.

• Serve as a primary administrative liaison between executive leadership and internal stakeholders, ensuring clear and timely communication.

• Handle multiple concurrent projects and shifting priorities with a high degree of accuracy and efficiency.

• Maintain strict confidentiality regarding sensitive organizational, leadership and strategic information.

• Support high-volume executive operations with a strong sense of urgency and responsiveness.

• Assist with meeting preparation, follow-ups and action item tracking for leadership and board-related activities.

• Participate in an on-call rotation to support urgent scheduling, travel disruptions and executive needs.

• Ensure all administrative processes are executed with accuracy, professionalism and timeliness.

Requirements:

• 10+ years of executive assistant or senior administrative support experience required (15+ years strongly preferred)

• 5+ years supporting C-suite executives, ideally at the CEO level

• Demonstrated long-term tenure in prior roles; strong job stability is a critical requirement

• Direct experience supporting Board of Trustees meetings, including planning and logistics coordination

• Must be a U.S. Citizen and eligible to pass a 7–10 year Department of Defense background investigation

• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

• Experience with Zoom, VPN platforms and electronic signature tools (e.g., DocuSign)

• Strong written communication skills, including grammar, editing and document composition

• Ability to operate effectively in high-volume, fast-paced environments with shifting priorities

• Skills assessment results required with all candidate submissions

• Bachelor’s degree in Business Administration or related field (preferred)

• Prior military experience (strongly preferred)

• Experience in high-profile, regulated or mission-driven environments (preferred)

• Familiarity with government or military healthcare programs (e.g., TRICARE, VA, Military Health System) (preferred)

Contact: Hannah McSherry View email address on us.fitly.work View phone number on us.fitly.work Pay Range: The anticipated pay range for this position is $48–$52 per hour. We understand salary is an important factor in a job search, and we encourage you to apply even if you feel that your desired compensation may fall outside of the listed range. The final pay for this position is determined based on several factors including but not limited to, relevant experience, skills and certifications, education and training, geographic location, market conditions, and internal equity. We are committed to finding the right candidate for this role and are open to discussing how your unique qualifications align with our needs.