Executive Assistant

Haydon Companies•Tempe, AZ

23d•Onsite

About The Position

The Executive Assistant will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This role provides high-level administrative support and assistance to the EVP, COO, and/or other assigned leadership staff. Responsibilities include managing and maintaining executives' schedules, making travel arrangements, preparing reports, letters, and other documents, and responding to routine inquiries. The Executive Assistant will also handle incoming correspondence, prepare agendas and arrangements for meetings, conduct research, compile data, file and retrieve corporate documents, and analyze incoming memos for distribution. Additionally, the role involves scheduling and attending meetings on behalf of executives, taking notes, and recording minutes.

Requirements

High School Diploma or Equivalent
3-5 years in experience supporting multiple executives
Excellent verbal and written communication skills
Organizational skills
Attention to detail
Time management skills with a proven ability to meet deadlines
Follow-up skills
Ability to function well in a high-paced and at times stressful environment
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
Able to type minimum of 50 words per minute
Highly proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
Candidates must have current and ongoing authorization to work in the United States without employer sponsorship.

Nice To Haves

Equivalent combination of education and experience considered.

Responsibilities

Provides high-level administrative support and assistance to the EVP, COO, and/or other assigned leadership staff.
Manage and maintain executives' schedules.
Make travel arrangements for executives.
Prepare reports, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
Prepare responses to correspondence containing routine inquiries.
Open, sort, and distribute incoming correspondence via email.
Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
Conduct research, compile data, and prepare papers for consideration and presentation by executives
File and retrieve corporate documents, records, and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Schedules and attends meetings on behalf of executives, taking notes and recording minutes.