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Temporary Executive Assistant

Scottsdale, ARIZONA · Administrative
The Executive Assistant provides high-level administrative support and partnership to assigned executives by conducting research, preparing reports and itineraries, handling information requests, and performing clerical functions such as preparing correspondence, taking notes/capturing action items, receiving visitors, arranging conference calls, booking travel, managing expenses, arranging meals, and scheduling meetings for executives. The Executive Assistant will work on a variety of tasks and projects related to executive’s working life and communication to help them meet deadlines and commitments. At times, assistance with personal tasks may be requested depending on the executive.
Responsibilities & Duties:
• Ensuring executive is prepared for all items on his/her calendar
• Providing an explanation of what is required in the calendar meeting notes and communicates this to their executive in preferred format
• Gather or compile any relevant documents (agendas, etc.)
• Inviting and ensuring attendance of appropriate participants
• Attendee locations considered, planned for, and communicated • Depending on time of day and duration of meeting, meals may be needed
• Arranges all related details/materials for any offsites lead by their executive
• Drives executive to meet deadlines through reminders, time blocking on calendar, lists or any other method proven effective for this person
• Flights, hotels, and cars are booked correctly and with all preferences considered
• Details are included clearly and completely on calendar and in any other form requested
• Adjustments are made in a timely manner when changes arise
• Prepares any related travel needs for team offsites hosted/lead by their executive
• Good communication between administration team members and leadership team
• Collaborates where needed and maintains strong working relationships across the organization
• Ambassador for their executive, the leadership team, and to the company overall
• Acts as conduit for assigned executives with requests for their time and resources 
• Displays strong work ethic by arriving on time and being available when needed
• Demonstrates an appropriate sense of urgency when dealing with timely issues
• Organized and proactive; anticipates what is needed through experience, communication, observation, and planning
• Maintains grace under pressure; doesn’t allow emotional reactions to cloud judgement
• Mistakes are minimal and quickly corrected
A successful Executive Assistant will possess a strong work ethic and a positive, can-do attitude while demonstrating their ability to be a team player and maintain a high degree of professionalism at all times. The Executive Assistant should be a strong communicator with the talent to manage cross-functional relationships and interactions as well as collaborate effectively with executives, peers, the public, and others. The ideal candidate will be a proactive thinker with a high attention to detail and the aptitude to manage time, prioritize, organize, and multi-task as well as take initiative to improve processes where needed. Additionally, the Executive Assistant must be able to maintain confidentiality and trust at all times with the ability to handle difficult situations and people.
Additional requirements and qualifications include, but are not limited to:
• 4+ years of executive-level administration experience
• Strong proficiency with Microsoft Office products including Outlook, Word, Excel, and PowerPoint as well as using Smart Sheet, SharePoint and Adobe Acrobat
• Experience using conferencing tools such as Teams and/or Zoom
• Expense management and travel coordination experience required
• Professional written and verbal communication skills
• Exemplary time management, organizational, and interpersonal skills
• Dependable, reliable, flexible, honest, and trustworthy with the ability to maintain a high level of professionalism and confidentiality at all times

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