Executive Administrative Assistant

Executive Administrative Assistant

We are seeking a highly driven, results oriented Executive Administrative Assistant to support two senior APTM leaders. This is a full time, onsite role based in Chandler, AZ.

Role Summary

This role will provide high level administrative and operational support to an executive and Sr leaders. The position requires strong judgment, discretion, organizational excellence, and the ability to operate effectively in a fast paced, complex environment.

Key Responsibilities

• Manage multiple executive calendars using sound judgment and strong business awareness; identify and proactively resolve conflicts while prioritizing critical meetings.
• Partner closely with the broader administrative community, particularly executive level administrative professionals to coordinate complex meetings across deliverables, attendee availability, and multiple time zones.
• Prepare for meetings, record accurate meeting minutes when required, and actively participate in leadership meetings by tracking deadlines, key milestones, and important events.
• Coordinate extensive logistics with both internal and external organizations, representing the organization professionally at all times.
• Arrange complex domestic and international travel in alignment with company travel policies.
• Support customer visits, departmental and quarterly events, webcasts, recognition activities, conferences, and face to face meetings; coordinate activities across teams and functions.
• Provide critical administrative support for urgent or ad hoc operational meetings, including emergency response or escalation events as needed.
• Manage foundational departmental logistics, including organizational charts, distribution lists, SharePoint sites, collaboration tools, internal communications platforms, and team operational needs.
• Work closely with cross functional partner organizations to support business objectives while maintaining a high degree of confidentiality, discretion, and professional judgment.
• Receive, interpret, and assess the significance of information requests; take appropriate action and determine when to notify or involve leadership or staff.
• In the executives absence, ensure requests for action or information are triaged and routed appropriately.
• Manage multiple tasks simultaneously, adjusting priorities as business needs evolve.
• Demonstrate flexibility, adaptability, and resilience in a dynamic and demanding environment; work effectively under pressure.
• Exercise diplomacy, tact, and sound judgment when interacting with employees, leaders, suppliers, and external stakeholders at all levels.
• Improve the efficiency of administrative processes through strong organizational practices.
• Provide backup coverage for other administrative staff as needed and support onboarding, mentoring, and integration of new administrative team members.
• Contribute to building a strong administrative community by sharing best practices, supporting training efforts, and reinforcing consistent procedures and expectations.
• Coordinate tracking and periodic auditing of organizational workstations and PCs, maintaining accurate records and supporting compliance with operational and finance requirements.
• Facilitate new hire onboarding logistics by coordinating space allocation across multiple sites, ordering necessary equipmentperipherals, contributing to a welcoming and well organized onboarding experience.
• Collaborate with administrative andor operational staff to exchange data and information that enables budget planning and expense control.
• Manage the disbursement of funds and monetary awards for organization and department level recognition programs, ensuring accuracy, timeliness, and compliance with company policies.

Professional Attributes Capabilities

Successful candidates will demonstrate

• High credibility with peers and senior leaders.
• Ability to accomplish work through influence rather than authority.
• Strong anticipation of next steps across a broad range of activities.
• Effectiveness in ambiguous situations with minimal direction.
• A strong customer service mindset.
• Consistent discretion in handling sensitive and confidential information.
• Flexible thinking and creative problem solving skills.
• Excellent project management, organizational discipline, attention to detail, and follow through.

Behavioral Traits

- Exceptional attention to quality and detail.

- Highly responsive and trusted with sensitive information.

- Strong teamwork and partnership mindset within an executive environment.

- Flexibility in managing shifting priorities and deadlines.

- Proactive approach to identifying issues and solving problems.

- Clear, professional verbal and written communication skills.

- Customer focused mindset with a commitment to service excellence.

This role is not eligible for company sponsored immigration support.

Qualifications:

Minimum qualifications are required to be initially considered for this position. Preferred qualifications are in addition to the minimum requirements and are considered a plus factor in identifying top candidates.

Minimum Qualifications - High school diploma or GED with 7+ years of experience in related administrative roles. - 5+ years of experience supporting multiple leaders in an administrative assistant capacity. - 5+ years of experience using Microsoft Office applications including Outlook, Word, Excel, and PowerPoint. - 1+ year of experience using common enterprise tools such as Workday, Concur, SharePoint, and collaboration platforms.

Preferred Qualifications - Demonstrated ability to manage complex workloads in a fast paced, dynamic environment with professionalism and poise. - Strong independence of execution, decision making capability, and initiative. - Learning mindset with the ability to anticipate business needs and proactively recommend solutions that improve team efficiency and effectiveness.

Qualifications may be obtained through a combination of relevant industry experience, internships, and/or academic coursework