Executive Assistant

Women's Health Arizona•Phoenix, AZ

5d•Hybrid

About The Position

Women's Health Arizona is seeking a highly organized and proactive Executive Assistant/Executive Coordinator to provide high-level administrative support to the C-Suite. This role is responsible for managing executive schedules, preparing presentations, handling confidential communications, and ensuring seamless office operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment.

Requirements

8+ years of experience as an Executive Assistant, Administrative Assistant, or Office Coordinator, preferably supporting C-level executives.
Experience in healthcare or multi-site organizations preferred.
Proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Outlook, and Excel.
Familiarity with AI-enabled productivity tools and emerging workplace technologies.
Experience managing office operations, ordering supplies, and handling vendor relationships.
Event planning and coordination experience.
Strong organizational and time-management skills, with the ability to prioritize multiple tasks efficiently and ability to exercise independent judgment.
Excellent verbal and written communication skills.
Ability to handle sensitive information with discretion and professionalism.
Self-starter with a proactive approach to problem-solving and process improvement, and identifying opportunities to use technology, AI, and automation to improve efficiency.
Proficiency with AI-enabled productivity tools, such as Chat GPT, Microsoft Copilot, or similar platforms, and demonstrated ability to use AI effectively for administrative, communication, research, and organizational tasks.
Comfortable identifying opportunities to use AI and automation to streamline routine workflows and improve executive and office efficiency.
Strong judgment regarding the appropriate use of AI, including verification of AI-generated information and protection of confidential, proprietary, and sensitive information.

Responsibilities

Provide direct administrative support to the C-Suite, managing calendars, scheduling meetings, and coordinating travel arrangements.
Prepare and edit correspondence, reports, and presentations, including PowerPoint presentations for executive and shareholder meetings.
Facilitate communication between executives, internal teams, and external stakeholders with professionalism and confidentiality.
Track and prioritize action items, ensuring timely follow-ups on executive directives.
Assist in coordinating executive-level projects and initiatives as needed.
Leverage approved AI tools to improve efficiency in routine administrative tasks, including drafting and refining communications, summarizing information, preparing meeting materials, developing presentations, organizing action items, and supporting research and planning.
Apply sound judgment when using AI-generated content, including reviewing outputs for accuracy, maintaining confidentiality, and ensuring appropriate handling of sensitive or proprietary information.
Oversee day-to-day office operations, ensuring a well-organized, efficient, and professional work environment.
Order and manage office supplies, paper, food, and other necessities, maintaining inventory levels.
Receive, sort, and distribute mail promptly to the appropriate recipients.
Coordinate catering breakfast lunch and dinner arrangements for meetings and executive gatherings.
Serve as the primary point of contact for office vendors and service providers.
Support facility management needs, including scheduling maintenance and ensuring common areas are organized.
Maintain organized filing systems for documents and records, ensuring easy retrieval of information.
Organize and prepare materials for executive meetings, including agendas and presentations.
Assist in planning and executing company events, board meetings, and leadership off-sites.
Take detailed meeting minutes and distribute action items as needed.