Executive Assistant

Job Title: Executive Assistant
Location: 501 W. Ray Rd. Ste 1-2 Chandler, AZ 85225
Reports To: CEO
Job Setting: 1099 Contractor / Part Time 15-20 Hours Per Week

Job Overview: The Executive Assistant will provide comprehensive administrative and operational support to the CEO. The role involves managing day-to-day tasks, coordinating communication between departments, and ensuring the efficient operation of the CEO’s office. This position requires excellent organizational skills, the ability to multitask, and a proactive approach to problem-solving.

Daily Tasks:

• Manage and update the CEO’s daily calendar and meetings.
• Send the CEO daily meeting schedules via Google Chat.
• Check in with the Admin/Support team and provide necessary support as requested by team members.
• Sort and delegate CEO’s emails.
• Send follow-up emails to the admin team or collaboration partners.
• Follow up on due administrative deliverables.
• Provide daily email summaries to the CEO via Google Chat.

Weekly Tasks:

• Attend a weekly check-in meeting with the CEO.
• Manage the CEO’s to-do list and send reminders.
• Prepare and send out meeting agendas.
• Prepare slides and presentations for the weekly admin meetings.
• Attend and participate in weekly admin meetings.
• Take notes during weekly admin meetings.
• Create weekly newsletter for staff

Monthly Tasks:

• Send out announcements on behalf of upper management/CEO via email and Workplace.
• Assist with marketing materials, such as creating flyers using Canva.
• Create monthly newsletter for parents
• Serve as a member of the culture committee
• Follow up on invoices as needed

Bi-Monthly Tasks:

• Attend bi-monthly staff meetings.

As-Needed Tasks:

• Schedule patient evaluation appointments as directed by the Clinical Director.
• Provide general office support, including typing, dictation, and spreadsheet creation.
• Send out calendar meeting invites to CASA staff or partners.
• Coordinate with upper management on select projects.
• Update the master calendar for all staff events and meetings.
• Arrange and coordinate travel for the CEO.
• Assist with planning summer camp.
• Serve as direct contact for interns

Qualifications:

• Proven experience as an executive assistant or other relevant administrative support experience.
• Proficient in Google Suite (Google Calendar, Google Chat, Google Drive, etc.).
• Strong organizational and time management skills.
• Ability to multitask and prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Familiarity with workplace communication platforms such as Workplace and Canva.
• Experience with scheduling and calendar management.

Preferred Skills:

• Ability to manage multiple projects and meet deadlines.
• Familiarity with healthcare or clinical scheduling software (e.g., SpokeChoice).
• Familiarity with Google Workspace
• Experience in coordinating travel arrangements.