Executive Assistant Project Manager

Are you an exceptional Executive Assistant/Project Manager who has at least 5 years of experience handling all administrative duties for C-Suite executives? Are you looking for an exciting new position? Look no further. We're hiring!

WHAT’S IN IT FOR YOU?

MUST LIVE IN THE GREATER PHOENIX ARIZONA AREA

Salary Range $85,000-$90,000 + Bonus Incentives

• Up to 16 hours a year to donate your time to a cause that matters to you!
• Paid time off (PTO) and paid holidays
• Competitive base salary plus Bonus incentives
• Fitness reimbursement
• Retirement savings plan with company matching contributions
• Comprehensive medical, dental, vision, disability, and life insurance

WHAT YOU’LL DO:

Reporting directly to the CEO, the Executive Assistant/Project Manager provides high-level administrative support to the CEO and other assigned Executive team members. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations, efforts, and oversees or manages special projects on behalf of the assigned Executive team members. This is a highly visible role that helps foster a positive culture throughout the organization.

ESSENTIAL DUTIES:

• Manage assigned projects for Senior Leadership, with main emphasis on projects for the CEO
• Schedules, sends, updates and cancel Teams invites for CEO/SLT meetings, appointments, and events
• Arrange travel as needed and managing the submission of any expenses
• Partner with Executives to ensure consistent messaging that aligns with Vision, Mission, and Core Values.
• Performs other duties as required
• Manages the schedule and calendar for the CEO and assigned C-Suite Executives, ensuring prompt execution of meetings, conference calls, travel, and other critically important events
• Office management to include supply ordering, ordering food for special events, re-keying of doors, working with IT for new hire desk assignments/supplies/swag
• Acts as building liaison for any office needs such as painting, buildouts, and other issues
• Create documents and presentations that align with the strategic vision and core values
• Acts as an effective “gatekeeper” to senior Executives; assess inquiries, determine the appropriate course of action, and delegate responsibilities accordingly
• Central point of contact for coordination of department activities (team meetings, all hands, offsite meetings, lunches/dinners, team building events, etc.)
• Tracks progress of action items, holding people at all levels accountable for their commitments
• Prepare and coordinate internal meeting agenda with any supporting data or documentation ensuring all parties are prepared
• Assist with the implementation of annual planning activities and key meetings that drive the business at a corporate level
• Legal liaison completing, signing, notarizing, and submitting legal documents
• Develop and maintain excellent working relationships with internal teams and external stakeholders at all levels as a key ambassador for the Office of the CEO
• Prepares decks, attends internal meetings, records, and takes notes to capture key takeaways and action items

KEY COMPETENCIES:

• Dealing With Ambiguity. Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.
• Action Oriented. Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others.
• Political Agility. Can maneuver through complex political situations effectively and quietly; is sensitive to how people and organization’s function; anticipates where the land mines are and plans his/her approach accordingly, views corporate politics as a necessary part of organizational life and works to adjust to that reality; is a maze-bright person.
• Planning & Prioritizing. Accurately scopes out length and difficulty of tasks and projects; quickly zeros in on the critical few and puts the trivial many aside; sets objectives, goals and breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and eliminates roadblocks; measures performance against goals; evaluates results.
• Organizational Agility. Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.
• Integrity and Trust. Is widely trusted; is seen as a direct, truthful individual; is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; handles sensitive and confidential information with discretion.
• Presentation & Communication Skills. Is able to communicate effectively using multiple modalities including verbal, written, and presentation in a variety of settings including one-on-one, small and large groups, in-person and online; commands attention and can manage group processes during the presentation; can change tactics midstream when something isn’t working.

EXPERIENCE & EDUCATION:

• 5+ years as an executive assistant to C-suite executive preferred; minimum 3 years required
• 5+ years of administrative project management preferred
• Bachelor Degree (business, marketing, or finance preferred) or equivalent work experience required.
• Strong software application skills required including: MS Office Suite, SharePoint, Teams (with emphasis Excel, PowerPoint); proficiency in Adobe Acrobat a strong plus.

WHO WE ARE:

OpenWorks is a full-service, national commercial cleaning and facilities management operator that helps businesses, healthcare facilities, and schools work better by making facilities cleaner, safer, and healthier. With 9 regional offices and more than 700 franchise partners across the country. OpenWorks has earned coveted spots on Inc. 5000 and Franchise 500's lists as one of the fastest-growing franchise operations in the nation.

OpenWorks is an Equal Opportunity Employer