Executive Assistant (Phoenix, AZ, Tulsa, OK or Tampa, FL only)

Description

Universal Background provides industry leading people insights to safety sensitive organizations in a simplified experience through our best-in-class background screening, drug testing, occupational health, and verification services. We are proudly ranked as an industry leader in quality and service delivery.

Overview

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our Executive Leadership Team (ELT). This dynamic role requires a high level of professionalism, exceptional communication skills, and the ability to manage multiple tasks in a fast-paced environment. The Executive Assistant will serve as a critical point of contact for the ELT, ensuring smooth operations and efficient management of their time and priorities.

Key Responsibilities

• Provide day-to-day administrative support to the Executive Leadership Team, including managing calendars, scheduling meetings, and making travel arrangements.
• Draft, review, and send communications on behalf of the ELT.
• Organize and coordinate executive-level meetings, including preparing agendas, materials, and follow-up actions.
• Act as a liaison between the ELT and internal/external stakeholders, maintaining professionalism and confidentiality.
• Prepare reports, presentations, and other materials as required for meetings and projects.
• Proactively manage complex calendars, ensuring that the ELT’s time is optimized and aligned with their priorities.
• Coordinate international and domestic travel, including flight bookings, accommodations, and itineraries.
• Manage travel expenses and ensure compliance with company policies.
• Assist with special projects and initiatives as requested by the ELT, ensuring timely execution and completion.
• Support the Corporate Project Management Office (PMO) as time permits.
• Track project timelines, deliverables, and deadlines.
• Create and maintain efficient filing and organizational systems for both digital and physical documents.
• Ensure that the office environment runs smoothly, with supplies, equipment, and resources readily available.
• Coordinate internal and external events, including executive meetings, conferences, and team-building activities.
• Assist with the planning and execution of company events as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Perform other duties as assigned.
  
  

Position Requirements

Required Qualifications

• Proven experience as an Executive Assistant or in a similar role supporting C-suite executives.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or similar software, with the ability to learn new systems quickly.
• Demonstrated ability to work with discretion and maintain confidentiality at all times.
• Exceptional organizational skills and the ability to manage time effectively in a fast-paced environment.
• Strong written and verbal communication abilities, with a keen attention to detail and a professional tone.
• Ability to prioritize tasks and handle multiple responsibilities efficiently.
• Strong problem-solving skills and the ability to anticipate needs before they arise.
• Excellent interpersonal skills, with the ability to build rapport and engage with individuals at all levels of the organization.
• Typing at a speed of at least 50 words per minute.
• Bachelor’s degree or equivalent experience in Business Administration, Communications, or a related field.
  
  

Preferred Qualifications

• At least 3 years of experience supporting C-suite executives in a fast-paced corporate environment.
• Experience facilitating meetings, preparing communication materials, and tracking project budgets.
• Familiarity with project management tools for timeline tracking and task management.
• Proven experience in coordinating complex travel arrangements, including both domestic and international trips, as well as managing event logistics.
  
  

Special Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be proficient in the English language, both written and verbal.
• Ability to lift 15 pounds.
  
  

Selected candidates will be required to pass a comprehensive background check and drug screening. Universal Background is unable to sponsor or take over sponsorship of employment Visa. Universal Background is committed to creating a diverse work environment and we are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.