Executive Assistant

Republic Services•Phoenix, AZ

11d

About The Position

The Executive Assistant will provide comprehensive support to several C-Suite executives. This position will support other executives as necessary, and will be responsible for ensuring the smooth functioning of their daily operations and contributing to the overall efficiency of the organization. The Executive Assistant will be responsible for managing calendars, making complex travel arrangements greeting clients, setting up meetings and conference rooms, preparing expense reports and reconciling invoices. The successful candidate will have proven experience as a key administrative partner to senior executive leaders with demonstrated ability in developing collaborative relationships within the team and across the organization. This administrative partner should be organized, have excellent time management and problem-solving skills, with a keen eye for detail and the ability to act without guidance and handle sensitive information with discretion. PRINCIPAL RESPONSIBILITIES: Completes a broad variety of administrative tasks including managing complex and dynamic calendars, arranging travel, completing expense reports, composing, and preparing time-sensitive and confidential correspondence Manage arrangements for internal and client meetings. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Arrange detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Work closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate Executive’s needs in advance of meetings, conferences, etc. Engage other staff as necessary. Exercises discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences are kept confidential Performs other job-related duties as assigned or apparent.

Requirements

Strong calendar, travel and expense management skills, including coordination of complex executive meetings and travel
Ability to take initiative and ownership over sometimes ambiguous tasks and situations with little oversight
Hands on experience handling tight deadlines, last-minute changes and ability to pivot quickly.
Execute with a high level of confidentiality, integrity, and discretion
Exceptional planning, organization, time management and problem-solving skills
Communicate clearly, succinctly, and effectively.
Team player with strong collaboration skills
Experience and proven ability with Microsoft Office; including Outlook, PowerPoint, Excel and Word, and travel and expense management systems.
Minimum of 5 years advanced administrative experience in supporting C Suite executives

Responsibilities

Completes a broad variety of administrative tasks including managing complex and dynamic calendars, arranging travel, completing expense reports, composing, and preparing time-sensitive and confidential correspondence
Manage arrangements for internal and client meetings.
Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Arrange detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Work closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Anticipate Executive’s needs in advance of meetings, conferences, etc.
Engage other staff as necessary.
Exercises discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences are kept confidential
Performs other job-related duties as assigned or apparent.