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Executive Assistant to CEO

JOB ID: EB-8566739753

Send your resume to [email protected] with the job ID

 

ADDRESS:

Scottsdale, AZ

POSITION:

Executive Assistant to CEO

 

HOURS:

9am-5:30pm – in office Monday – Thursday / remote on Friday

INTERVIEW PROCESS:

1st : Zoom with Talent Acquisition Manager

2nd: Zoom with CHRO

3rd: Zoom with  CEO

 

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Growing portfolio includes well-known companies
  • Opportunity to interface/interact with high-profile and interesting clients

KEY RESPONSIBILITIES:

  • Extensive calendar management, travel planning, call, and webinar logistics
  • Extensive support for the C-level Executive involving senior leadership team, external executives, board and board committees, external vendors
  • Preparing reports and financial data
  • Supporting invoicing, purchase, and contract processes
  • Expense reporting and management
  • Event, meeting and interview planning, execution & oversight
  • Project and special assignment work
  • Manage enterprise senior staff calendar of events and coordinate with all EA’s to avoid conflicts
  • Monitor and respond to incoming correspondence and phone calls while maintaining discretion and confidentiality
  • Meetings management, note-taking, critical follow up planning
  • Facilitate visits from clients and firm personnel
  • Support interview processes for executive team members which, at times, includes working with executive search firms
  • Train, manage standardized content and coordinate communication across all firm EA’s
  • Coordinate logistics for meetings, events, and offsite conferences; assist with preparation of presentations (including the printing and binding of such materials) and ensure catering and transportation are completed
  • Communicate professionally with internal and external individuals at all levels of the organization verbally and through high quality, concise emails
  • Create / maintain Excel or PowerPoint presentations
  • Assist with executive onboarding and off boarding
  • Provide backup support for executives, working closely with executives’ assistants to ensure seamless coverage
  • All other duties as assigned

TOP KEYS FOR CLIENT:

  • Strong organizational skills, attention to detail and commitment to quality
  • Bachelor’s degree from accredited university is required.
  • At least 10 years high-level executive administrative support
  • Experience supporting direct to CEO
  • Excellent written and verbal communication skills
  • Strong proficiency with Microsoft Office suite, video conferencing (i.e. Zoom)
  • Ability to lead and influence without having positional authority
  • Exceptional interpersonal skills; enthusiastic, self-motivated, calm, and effective under pressure
  • Highly collaborative and team-oriented
  • Able to function in a fast-paced environment; can adeptly handle ambiguity
  • Able to multi-task and manage several calendars
  • Forward thinking with demonstrated confidentiality
  • Strong time management and attention to detail
  • Critical thinking power and excellent judgment; bias toward resolution
  • Impeccable “follow up” and “follow through” skills
  • Accountable, responsible, and service oriented
  • Organizational awareness with the ability to understand and prioritize key people and needs in the organization
  • Passion for support work
  • Prior administrative experience within the financial services industry preferred
  • Workday, Concur experience

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