Executive Administrative Assistant &Office Manager

Job Description

Executive Assistant & Office Experience Manager

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Reports To: Executive Vice President / Integrator

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Location: Phoenix, Arizona (In Office Daily)

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Type: Full-Time, Non-Exempt (Overtime Eligible)

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Compensation: $38.00 - $44.00 per hour

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Schedule: Monday through Friday, 40 hours per week with paid lunch. Occasional early mornings or evenings for events.

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About the Role

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VAULT is creating a new kind of role: someone who makes our office feel like the best place to work and the best place to visit. Inspired by the way great shared-workspace teams care for their members, and by the way premier private financial institutions treat their most valued clients, this person looks after our people, technology, environment, and experience. They serve as the first impression of VAULT for every employee, client, vendor, and guest who walks through the door.

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This role is also a true executive administrative assistant position, providing direct support to our CEO and EVP.

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We're looking for a polished, gracious, and proactive servant leader who sees every task, from managing an executive's calendar to loading the dishwasher, as an opportunity to serve others and strengthen our culture.

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Who You Are

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You lead by serving. You bring the attentiveness of a private-client concierge and the warmth of a great host. You remember names, preferences, and details, and you make everyone who walks through our doors feel known and valued. You notice what needs to be done before anyone asks, and you take pride in the details no one else sees. You are composed, discreet, and professional, and you carry the VAULT brand in how you look, speak, and show up every day.

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What You'll Do

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Executive Assistant Support

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• Serve as executive assistant to the CEO and EVP, managing calendars, scheduling, and meeting logistics
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• Manage executive correspondence, communications, and follow-up (as requested) and anticipate needs before they arise
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• Prepare meeting materials, agendas, documents, and reports with accuracy and polish
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• Arrange travel and hotel accommodations for executives, employees, and guests
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• Coordinate executive meetings, client visits, and leadership events from start to finish
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• Support leadership with special projects, research, and time-sensitive requests
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• Handle confidential information with complete discretion
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People: Creating a Welcoming Community

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• Serve as the primary receptionist, greeting every client, employee, vendor, and guest with warmth and professionalism
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• Learn names, preferences, and needs, and anticipate them with the discretion and personal attention of a private-client relationship
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• Assist with new hire onboarding, orientation, welcome packets, and workspace setup in partnership with HR and IT
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• Support HR with administrative tasks, employee documentation, and record maintenance
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Environment: A Polished, Presentation-Ready Office

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• Keep the office clean, organized, and client-ready throughout the day, including reception, conference rooms, kitchen, and common areas
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• Handle the small things that make a space feel cared for, such as resetting rooms, loading the dishwasher, and refreshing supplies
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• Order and maintain office, kitchen, and bulk supplies, including Costco purchases
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• Coordinate maintenance requests and manage vendors including Aroma360, Aramark, Shred-it, and other service providers
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• Receive, sort, and distribute mail and deliveries
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Technology: Making It Work Seamlessly

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• Ensure conference rooms, AV, and meeting technology are ready and working for every meeting
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• Be the first line of support for everyday tech needs, and coordinate with IT on setup, troubleshooting, and equipment for new hires and guests
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• Help clients and visitors get connected and feel confident using the office's tools
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Experience: Building and Supporting VAULT Culture

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• Run the daily breakfast program (Monday through Thursday) and keep snacks and beverages stocked
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• Organize the weekly Thursday happy hour
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• Plan and coordinate catering for meetings and company events
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• Lead holiday decorating, employee celebrations, and office events
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• Look for new ways to make every client and employee feel valued, and help shape the rituals and traditions that define VAULT
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Additional Administrative Support

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• Maintain electronic and paper filing systems
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• Support departments with special projects and overflow work
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Qualifications

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• 5 to 8 years of experience in executive assistance, office management, or a related support role
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• Proven experience supporting C-suite or senior leaders, including calendar management, travel, and confidential communications
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• Experience supporting multiple teams in a professional environment
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• Background in hospitality, private banking, wealth management, concierge, coworking, or client services is a plus
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• High school diploma or equivalent required; associate's or bachelor's degree preferred
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Skills and Qualities

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• A servant-leader mindset, with genuine joy in taking care of others
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• Polished presence and exceptional professionalism
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• Outstanding communication and interpersonal skills
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• Strong organization, time management, and attention to detail
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• Ability to manage competing priorities with grace under pressure
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• Initiative, resourcefulness, and sound judgment
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• High level of discretion and trustworthiness
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• Proficiency with Microsoft Outlook, Word, Excel, and Teams; comfortable learning new technology systems
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Position Requirements

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• Full-time, in-office position in Phoenix, Monday through Friday, with occasional early mornings or evenings for events. Overtime is paid for hours over 40 per week.
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• Professional appearance consistent with the VAULT brand
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• Ability to lift up to 25 pounds
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• Willingness to pitch in wherever needed, with no task considered beneath the role
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To apply, submit your resume and a brief cover letter.