Executive Administrative Assistant (Front Desk)

Atlas Healthcare Partners•Phoenix, AZ

2d•Onsite

About The Position

The front desk Executive Administrative Assistant provides high-level administrative and operational support to senior leaders, ensuring efficient day-to-day operations and seamless coordination across the organization. This role serves as a key point of contact for executives, employees, and external partners, managing calendars, communications, and logistics while maintaining strict confidentiality. This position also supports office operations, coordinates meetings and events, helping maintain a professional and welcoming environment.

Requirements

Associate’s Degree or equivalent experience required.
Working knowledge of clerical and administrative services as normally demonstrated through at least four years of administrative support experience.
Three plus years of direct C-Suite support experience.
Ability to follow oral and written directions as they relate to the functions listed above.
Excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as provide assistance with incoming telephone calls and walk-ins.
Working knowledge of personal software packages to perform the clerical and administrative functions described above.
Ability to organize, prioritize and multi-task workload in a fast-paced environment and maintain a professional manner.
Proficient in MS Office Suite.

Nice To Haves

Bachelor’s degree and additional experience preferred.

Responsibilities

Take and transcribe dictation for all meetings as required including but not limited to board meetings.
Provide executive administrative support to multiple leaders, ensuring strong organization, follow-through, and clear communication.
Take, transcribe, and distribute meeting notes, including board and other key meetings.
Prepare, compile, and distribute reports, presentations, and materials accurately and on time.
Manage complex calendars, scheduling meetings, appointments, and coordinating logistics.
Serve as a primary point of contact—screen calls, visitors, and emails, and route appropriately.
Handle confidential information with discretion; draft, proof, and assemble sensitive documents and communications.
Coordinate meetings and events, including agendas, materials, room setup, AV, attendance tracking, and expenses.
Arrange travel, lodging, and related logistics for executives and visitors.
Act as a gatekeeper for executives’ time, prioritizing requests and ensuring focus on high-impact activities.
Support office operations including mail, deliveries, supply inventory, work orders, and vendor coordination.
Maintain a professional, welcoming office environment and assist with guest reception, badging, and conference room readiness.
Assist with onboarding/offboarding tasks, internal communications, and special projects (e.g., swag, events, shipments).
Support office safety and compliance efforts, including security protocols and coordination with property management.
Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards.
Provides all customers with an excellent service experience by consistently demonstrating our core company values each and every day.
A high level of teamwork in conjunction with all leaders and Executive Assistant team members is required.