Executive Office Coordinator

ODYSEA AQUARIUM LLC•Scottsdale, AZ

15h

About The Position

The Executive Office Coordinator is responsible for providing comprehensive administrative support to the Executive Leadership Team. This position performs a variety of executive support tasks, including project coordination, travel logistics, event coordination, and tactical organization of meetings and calendaring. We are looking for an individual who is comfortable being a member of a high-performing team and maintains a professional appearance and demeanor. The ability to multi-task, communicate effectively, pay attention to detail, and remain efficient is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, a self-starter, a proactive thinker, and very organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

Requirements

A High School diploma or GED is required. College degree preferred.
3 - 5 years experience in an administrative capacity.
3 years of experience working in a corporate office setting.
Must have strong communication and customer service skills.
Must be able to handle confidential information.
Must be thorough and pay attention to detail.
Able to work well with internal and external customers.
Ability to work independently with little to no supervision.
Excellent verbal communication skills.
Flexible and open to change.
Must be willing to work a minimum of 40 hours per week.
Solid computer and MS Office skills.
Ability to operate a computer and keyboard.
Ability to sit and stand for long periods.
Ability to push/pull up to 50 pounds.
Ability to use hands to finger, handle, or feel; and reach with hands and arms.
Ability to balance, stoop, kneel, crouch, climb stairs, or crawl.
No impairment of sight, smell, hearing, touch, balance, and agility of movement which might interfere with the ability to work.
Must be able to take directional cues directly or indirectly.
Allergies related to animals or plants, which might interfere with ability to work, must be controlled by medications or protective equipment.
Ability to stand for long periods of time, as well as walk.
Specific vision requirements for this job include close vision, color vision, depth perception, and the ability to focus.
Ability to work in an environment that may be loud at times.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Prioritize and manage multiple projects simultaneously and follow through on tasks in an efficient and timely manner that is observant of crucial deadlines.
Supporting the corporate accounting team with administrative duties such as preparing, organizing, and storing information in paper and digital form.
Responsible for managing information in the Investor Management system.
Deal with investor queries by phone and/or email.
Assume responsibility for maintenance of office equipment by contacting appropriate vendors when service is required.
Generate memos, emails, and reports when appropriate.
Maintain office supplies by checking inventory and ordering items as needed.
Managing executive calendars and arranging meeting schedules.
Arranging travel accommodations and submitting expense reports as necessary.
Maintain timelines, organization, and the status of multiple projects.
Preparing and editing PowerPoint presentations, word documents, and Excel spreadsheets for meetings and distribution.
Provide administrative support to projects, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Assist in the preparation and distribution of project-related documents, reports, and presentations.
Maintain project documentation and files, ensuring they are organized and up to date.
Assist in project planning and scheduling, including creating and updating project timelines and any applicable project management tools.
Monitor project progress and assist in tracking milestones and deliverables.
Communicate with the stakeholders involved in the project to gather status updates and ensure tasks are completed on time.
Assist in the preparation of project budgets and expense reports.
Collaborate with stakeholders to gather requirements and ensure project objectives are met.
Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information as needed.
Assist in the identification and resolution of project issues and risks.
Support team members involved in projects ensuring compliance with project management methodologies and standards.
Contribute to the continuous improvement of project management processes and procedures.
Perform other duties as workload necessitates.