Executive Assistant

Description

• Schedules and attends meetings on behalf of executives, taking notes and recording minutes
• Identifies and resolves scheduling conflicts, ensuring alignment with management priorities
• Supports the Tucson-based President and Vice Presidents in prioritizing projects, tasks, and meetings through proven processes to improve time management, communication, and overall organization.
• Maintains files, logs, and records; prepares periodic reports; and creates and maintains shared documents
• Anticipates the needs of the Executive team and maintains a proactive approach to all tasks.
• Performs tasks using independent judgment and discretion (e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases); adheres to internal standards, policies, and procedures
• Maintains files in the contract management system, including electronic and paper files; compiles, prints, and ensures restricted distribution of documents
• Schedules and manages invitations for corporate training
• Provides excellent administrative service and support to the Tucson-based President and Vice Presidents related to greeting visitors, coordinating customer visits, vendor coordination, room preparation and lunch arrangements for senior leadership–level meetings, booking travel, and updating and managing the corporate calendar; may have responsibilities for travel and expense management

Requirements

• High level of computer proficiency in a Microsoft Windows environment, including experience working with the Microsoft Office suite
• Excellent administrative, interpersonal, organizational, research, verbal, and writing skills, plus the proven ability to exercise sound judgment in a variety of situations.
• Bachelor’s Degree
• Demonstrates excellent judgment in ambiguous situations and creative problem-solving skills
• Minimum 5+ years’ experience as an administrative or executive assistant, including responsibility for complex meeting scheduling and executive calendar management
• Self-starter with strong organizational skills and the ability to manage multiple tasks
• Demonstrated success working in a team environment

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance