Executive Assistant to Founder

Job Description

Job Summary: The Executive Assistant is responsible for providing high-level administrative support to the Founder in a fast-paced environment, requiring the ability to manage competing priorities, and requires high performance. This in-office role in Scottsdale requires a highly proactive and resourceful individual who can anticipate needs, take initiative, and follow through with exceptional attention to detail. Key responsibilities include managing the executive’s demanding schedule, coordinating meetings and travel, handling sensitive and confidential information, and assisting with personal matters as needed. The ideal candidate is a self-starter with strong follow-up skills, ensuring seamless support for the executive’s day-to-day operations. Please note: This role is not a traditional 9-to-5 and may require flexibility, including occasional extended hours.

Job Responsibilities:

• Manage the executive’s schedule and calendars, including coordinating meetings, appointments, and travel
• Handle sensitive and confidential information in a discreet and professional manner
• Prepare and edit correspondence, reports, and presentations
• Coordinate with other departments and external parties to facilitate the executive’s work
• Attend key meetings, providing clear and accurate notes as a record, and adding actions in Google Calendar
• Act as a point of contact for the executive and handle inquiries and requests as needed
• Provide support to the executive in various tasks and projects as needed
• Coordinating travel for other company employees
  
  

Skills:

Essential - Must have these to perform the requirements of this role

• Organizational Skills: Essential for managing appointment calendars, travel arrangements, and paperwork efficiently.
• Communication Skills: Strong verbal and written communication skills are crucial for handling inquiries and coordinating with various stakeholders.
• Time Management: The ability to prioritize and complete tasks within agreed-upon time frames is important for maintaining the executive’s efficiency.
• Scheduling Software Proficiency: Knowledge of Google Calendar to manage appointments and coordinate activities.
• Interpersonal Skills: Mature people skills are essential for liaising with clients, suppliers, employees, and contractors.
• Problem Solving: The ability to anticipate and handle unexpected situations as they arise is crucial.
• Data Management: Skills for secure storage, sorting, and recording of paperwork, documents, and computer-based information.
• Expense Management: Proficiency in basic expense management, which may involve budgeting and bookkeeping procedures.
• High-Performance Culture: The ability to promote a high-performance culture within the team and foster an environment of continuous learning and improvement.
• Attention to Detail: A keen eye for detail is essential for tasks like arranging travel, managing scheduling, and preparing and editing correspondence reports, and presentations.
• Problem Solving: The capability to address issues and unexpected situations effectively and proactively.
• Teamwork: The capacity to coordinate and collaborate with team members and management to achieve common goals.
• Flexibility: The willingness to adapt to changing circumstances and handle a variety of tasks as they arise.
• Confidentiality: Discretion and the ability to handle sensitive information in a confidential manner.
  
  

Experience:

Essential - Must have to perform the requirements of this role

• Administrative Support: Experience in providing administrative support, including coordinating with team members and management.
• Client and Stakeholder Interaction: Experience in communicating with clients, suppliers, and key business stakeholders, including managing appointments and travel arrangements.
• Tech Proficiency: Proficiency in using various office software and tools, including those for scheduling, document management, and communication, specifically Google Suite, Slack, and Zoom.
• 5-10 years of experience as an Executive Assistant or similar role
  
  

Working Hours: 40 hours per week