What are the responsibilities and job description for the Executive Assistant position at Women's Health Arizona?
Description
Women's Health Arizona is seeking a highly organized and proactive Executive Assistant/Executive Coordinator to provide high-level administrative support to the C-Suite. This role is responsible for managing executive schedules, preparing presentations, handling confidential communications, and ensuring seamless office operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment.
Executive Support
Qualifications & Experience
Women's Health Arizona is seeking a highly organized and proactive Executive Assistant/Executive Coordinator to provide high-level administrative support to the C-Suite. This role is responsible for managing executive schedules, preparing presentations, handling confidential communications, and ensuring seamless office operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment.
Executive Support
- Provide direct administrative support to the C-Suite, managing calendars, scheduling meetings, and coordinating travel arrangements.
- Prepare and edit correspondence, reports, and presentations, including PowerPoint presentations for executive and shareholder meetings.
- Facilitate communication between executives, internal teams, and external stakeholders with professionalism and confidentiality.
- Track and prioritize action items, ensuring timely follow-ups on executive directives.
- Assist in coordinating executive-level projects and initiatives as needed.
- Oversee day-to-day office operations, ensuring a well-organized, efficient, and professional work environment.
- Order and manage office supplies, paper, food, and other necessities, maintaining inventory levels.
- Receive, sort, and distribute mail promptly to the appropriate recipients.
- Coordinate catering breakfast lunch and dinner arrangements for meetings and executive gatherings.
- Serve as the primary point of contact for office vendors and service providers.
- Support facility management needs, including scheduling maintenance and ensuring common areas are organized.
- Maintain organized filing systems for documents and records, ensuring easy retrieval of information
- Organize and prepare materials for executive meetings, including agendas and presentations.
- Assist in planning and executing company events, board meetings, and leadership off-sites.
- Take detailed meeting minutes and distribute action items as needed.
Qualifications & Experience
- 7 years of experience as an Executive Assistant, Administrative Assistant, or Office Coordinator, preferably supporting C-level executives.
- Experience in healthcare or multi-site organizations preferred.
- Proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Outlook, and Excel.
- Experience managing office operations, ordering supplies, and handling vendor relationships.
- Event planning and coordination experience.
- Strong organizational and time-management skills, with the ability to prioritize multiple tasks efficiently and ability to exercise independent judgment
- Excellent verbal and written communication skills.
- Ability to handle sensitive information with discretion and professionalism.
- Self-starter with a proactive approach to problem-solving and process improvement.
- Hybrid work schedule. Onsite Monday – Thursday at the Phoenix Corporate Office. Flex remote on Fridays.
- Fast-paced, team-oriented environment with direct engagement with executive leadership.
- Interim after-hours availability may be required as needed.
