Executive Administrative Assistant Job – Phoenix, AZ

Pay Class: Full-Time

Pay Type: Salaried + Bonus

POSITION SUMMARY
Provide high-level C-Suite/Executive administrative support by conducting research, preparing, documentation for projects, handling confidential information and requests, and performing administrative functions.  Such tasks include but not limited to preparing correspondence, arranging conference calls, and scheduling extensive complex meetings /external events.  

ESSENTIAL FUNCTIONS

• Take and transcribe dictation for all meetings as required including but not limited to board meetings.
• Supports multiple Executives and departmental team members.   Detail-oriented and high level of organization and communication is required in this role.  
• Prepares, collates, and distributes various reports and requests in a timely and accurate manner. This includes completing or handling recurring department projects/board meetings or one-time projects, as directed by supervisor.
• Screens telephone calls and visitors for Executives while directing them to the appropriate parties. Provides appropriate and accurate information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.
• Performs confidential executive administrative functions where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes of important meetings.  Ability to manage multiple deadlines occurring simultaneously for multiple Executives.
• Coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments, and following established instructions.
• May coordinate training classes, registration and preparation of all materials, AVA setup, and other meeting preparation per Executive or Manager’s request.  
• Develop meeting materials/agendas and prepare written data of attendance, etc. Reconciliation of related invoices and expenses for Executives.
• Arrangement of travel and hotel accommodations for executives and visitors as necessary.
• May open and screen mail directed to supervisor. Composes timely and professional responses to inquiries and ascertains which items are of top priority/ urgency and communicates to manager and executive accordingly.  Experience as a gatekeeper to Executive’s calendars and time is essential to success in this role. 
• May provide clerical and administrative support to department staff per manager or executive’s request. Must maintain a high degree of confidentiality on all sensitive information this position is privy to.
• May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies and verifying receipt of supplies.
• Other duties as assigned.

 SCOPE AND COMPLEXITY
This position primarily focuses on supporting multiple executive leaders. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.

PHYSICAL DEMANDS/ENVIRONMENT FACTORS
OE - Typical Office Environment: 

• Requires extensive sitting with periodic standing and walking.
• May be required to lift up to 20 pounds.
• Requires significant use of computer, phone and general office equipment.
• Needs adequate visual acuity, ability to grasp and handle objects.
• Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone.
• May require off-site travel.

MINIMUM QUALIFICATIONS

• Associate’s Degree or equivalent experience required. Working knowledge of clerical and administrative services as normally demonstrated through at least four years of executive administrative support experience.
• Three plus years of direct C-Suite support experience.
• Must have the ability to follow oral and written directions as they relate to the functions listed above. Must have excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as provide assistance with incoming telephone calls and walk-ins.
• Must have a working knowledge of personal software packages to perform the clerical and administrative functions described above.
• Must have the ability to organize, prioritize and multi-task workload in a fast-paced environment and maintain a professional manner.
• Proficient in MS Office Suite and Windows.