Executive Assistant

Cogir Senior Living•Scottsdale, AZ

19h

About The Position

We seek a service-focused and highly organized Executive Administrative Assistant to support our Executive Leadership Team. In this role, you will provide high-level administrative assistance, complex scheduling, travel coordination, project management, and executive-level support to ensure seamless daily operations. You will work directly with the President & COO and other senior leaders, playing a pivotal role in driving the company's mission and values forward. We are looking for a proactive, resourceful, and detail-oriented professional dedicated to fostering a service-first environment. You will manage dynamic schedules, coordinate high-visibility events, support onboarding and new hire processes, and liaise with internal and external stakeholders. Your ability to anticipate needs, stay organized, and deliver with precision will be instrumental in enhancing leadership effectiveness and organizational success.

Requirements

At least three to five (3-5) years of progressive administrative experience, ideally supporting C-suite executives in a dynamic, service-driven, or corporate environment.
Strong service mindset with a proactive, solution-oriented approach.
Excellent time-management and organizational capabilities.
High degree of discretion and integrity in handling confidential information.
Demonstrated ability to prioritize and manage multiple tasks efficiently.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, Teams).
Expertise with Concur for travel and expense processing.
Strong communication skills with a focus on clarity, professionalism, and responsiveness.
Exceptional attention to detail, especially in scheduling, reporting, and documentation.
Collaborative team player with a positive, can-do attitude and high emotional intelligence.
Adaptability in fast-paced environments and a strong commitment to the company's mission and values.

Nice To Haves

An associate's or Bachelor's degree in Business Administration, Communications, or a related field is preferred.

Responsibilities

Provide proactive calendar management for the COO and senior leaders, including scheduling, conflict resolution, and anticipating needs.
Coordinate and confirm meeting logistics across departments, regions, and time zones.
Prepare meeting agendas, manage calendar communications, and ensure materials are sent out in advance.
Lead calendar planning for recurring leadership meetings and calls, annual summit planning, ad hoc meetings, and more.
Book and manage complex domestic travel for several senior executives, including flights, hotels, ground transportation, and trip itineraries.
Coordinate candidate and new hire travel logistics, ensuring a seamless interview and onboarding experience.
Handle expense management reporting in the expense management system (SAP Concur), while proactively maintaining accurate expense records to meet deadlines
Act as a communication hub for the COO’s office, managing internal updates and follow-up communications.
Provide timely status updates and ensure accountability on assigned action items.
Draft and manage communications related to onboarding, internal training programs, and stakeholder outreach.
Plan and execute both virtual and in-person events, including securing venues, managing hotel blocks, organizing catering, and distributing agendas.
Coordinate and support team off-sites, quarterly meetings, and department retreats.
Gather and prepare slides, presentations, and supporting documents for executive meetings.
Capture meeting notes and manage post-meeting follow-up actions.
Assist in the development of onboarding and training materials, including resource guides and program outlines.
Track key project deliverables, coordinate timelines, and ensure accountability across departments.
Handle ad hoc project requests, signature routing, and document management.
Collaborate with cross-functional teams to ensure smooth departmental operations.
Update and maintain organizational charts and contact lists.
Manage reservations, meal orders for events, and departmental coordination requests.
Respond to automated replies, manage email notifications, and triage time-sensitive communications.
Support new hire onboarding, including interview coordination, resource delivery, and point-of-contact responsibilities for fielding questions.