Executive Assistant Jobs in Scottsdale, AZ

About The Position

Requirements

• At least 5 years of administrative support to leadership in a corporate setting.
• Experience working in a fast-paced, matrix organization.
• Ability to work independently and under pressure while handling a wide variety of activities and confidential matters with tact and discretion.
• Experience handling all aspects of meeting production and organization, including creating PowerPoint presentations, scheduling, catering, and room preparation.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Exceptional attention to detail.
• High degree of personal integrity and strong interpersonal skills.
• Willingness to travel occasionally to assist leadership if needed.

Nice To Haves

• Business Segment Leader experience.
• Experience working in a healthcare setting.
• Experience working for a Fortune 500 company.
• Experience booking business travel according to company guidelines and recommendations.
• Experience with Concur.
• Experience with Smartsheet.
• Ability to provide high-quality, consistent services to department leaders.

Responsibilities

• Provide primary administrative support to leadership, including managing schedules, meetings, expenses, and travel.
• Maintain and communicate sensitive or confidential information according to internal policies and procedures.
• Manage active calendars, resolve scheduling conflicts, and prioritize activities to support effective executive time management.
• Create, prepare, and distribute meeting materials.
• Maintain budgets and sponsorships for charitable and community relations and promotional items.
• Ensure resources and technology are set up and functioning for meetings.
• Arrange leadership travel.
• Help plan and coordinate broker meetings and external events.
• Organize logistics for large or offsite events, using internal resources as needed.
• Compile and integrate information for reports and documents.
• Prepare or format office documentation for various audiences.
• Post relevant documentation to applicable systems and communication boards.
• Maintain and distribute broker email and mailing lists as needed.
• Use Microsoft 365 software and other applications.
• Monitor and oversee internal office communications.
• Occasionally assist with onboarding new employees, depending on the role of the hire.
• Maintain and update office and distribution lists.
• Consult and communicate with internal and external customers to identify and provide resources.
• Research and provide information to respond to requests in a timely manner.
• May occasionally assist with reviewing and approving timecards, employee reviews, and feedback.

Benefits

• Comprehensive benefits package, subject to eligibility requirements.
• Incentive and recognition programs, subject to eligibility requirements.
• Equity stock purchase, subject to eligibility requirements.
• 401(k) contribution, subject to eligibility requirements.