Executive Administrative Assistant Jobs

This is a permanent, direct-hire position!

Must Haves:

• Proficient with Microsoft Office applications, including OneNote
• 5+ years of experience supporting at a C-level executive with very complex scheduling
• Experience in work that requires diplomacy, discretion and confidentiality.
• Comfortable working in a fast-paced environment, working independently as well as working in a team environment
• Experience in work that requires attention to detail and thoroughness in completing assigned duties
• Advanced experience with scheduling using Microsoft Outlook
• Evidence of a bachelor’s degree in business administration or related field preferred – OR Equivalent experience
• Effective communication skills

:

A large and reputable university is seeking an experienced Executive Administrative Assistant to assist its Executive Vice President (EVP) in Tempe, AZ. This role will be largely rooted in managing a heavy schedule, assisting with meeting preparation, arranging travel logistics, and managing overall details of the EVP’s day-to-day administration. The successful candidate will be a polished self-starter with acute communication skills who can collaborate with staff and faculty, as well as visitors and partners at the C-suite level. Must be able to coordinate multiple tasks simultaneously and autonomously while always maintaining confidentiality, tact and sound judgement.

Essential responsibilities include:

• Serves as a back-up to the Manager, Executive Support Operations
• Coordinates all EVP reimbursements (meals, parking, etc.)
• Effectively communicates relevant meeting and speaking event information to appropriate staff
• Prepares and collects background materials for daily briefings.
• Performs a wide variety of intricate administrative duties requiring professionalism, tact, diplomacy, discretion and sound judgment
• Schedules large number of meetings and speaking engagements with internal and external constituents which are often complex in nature.
• Gathers critical logistical information for meetings that take place in person, by phone or videoconference.
• Performs tasks of a responsible, sensitive and confidential nature requiring considerable coordination and follow through
• Ensures EVP is kept on schedule throughout each day; keeps EVP informed of political sensitivities that may impact prioritization
• Manages multiple high-priority activities in a fast-paced environment requiring considerable independence of action
• Researches and finalizes domestic and international travel arrangements. Manages travel documentation and reimbursement processes.