Hybrid Executive Assistant

at EEOC

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $32 - $39 per hour
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Scottsdale, United States

About the role

• Provides senior level administrative support for executives at Early Warning Services, enhancing operational effectivity and collaboration across teams.

Responsibilities

• Provides administrative support to executives and senior leadership, anticipates needs and proactively executes support functions with a high degree of accuracy and efficiency.
• Manages executive calendars, coordinates travel arrangements, prepares expense reports and reconciles monthly credit card statements.
• Coordinates high visibility meetings with external and internal constituents requiring a high degree of planning and execution.
• Attends Executive staff meetings, proactively keeps leader and team on track.
• Handles sensitive and confidential material on a regular basis.
• Utilizes effective judgment in handling executive email, correspondence, calls, and requests; determines need for executive involvement; responds directly or routes to appropriate individual(s) as necessary.
• Develops and maintains Microsoft Word documents, PowerPoint decks and Excel spreadsheets documents.
• Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results.
• Supports the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data.
• Ensures the operational excellence of the office on a day-to-day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events/team building activities.
• Manages office seating arrangements by partnering with technology to ensure desks are properly set up.
• Manages relationships with current vendors, sources new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment and office maintenance.
• Acts as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment.
• Assists with local office moves, space planning and buildouts.
• Partners with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return to office procedure related to Covid.

Requirements

• High school diploma or GED equivalent.
• Minimum 5 years related administrative work experience with a minimum of 3 years experience supporting senior level management.
• Must be highly organized with strong attention to detail.
• Excellent written and verbal skills, with the ability to effectively edit and proofread.
• Sound judgment and time management to manage multiple priorities.
• Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills.
• Proficient with efficiency tools like WebEx and Microsoft Teams.
• Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts.

Benefits

• Healthcare Coverage – Competitive medical (PPO/HDHP), dental, and vision plans as well as company contributions to your Health Savings Account (HSA) or pre-tax savings through flexible spending accounts (FSA) for commuting, health & dependent care expenses.
• 401(k) Retirement Plan – Featuring a 100% Company Safe Harbor Match on your first 6% deferral immediately upon eligibility.
• Paid Time Off – Unlimited Time Off for Exempt (salaried) employees, as well as generous PTO for Non-Exempt (hourly) employees, plus 11 paid company holidays and a paid volunteer day.
• 12 weeks of Paid Parental Leave
• Maven Family Planning – provides support through your Parenting journey including egg freezing, fertility, adoption, surrogacy, pregnancy, postpartum, early pediatrics, and returning to work.