Job Title: Executive Assistant
Division: Maintenance & Construction
Direct Reports to: President & Executive Team
FLSA Status: Exempt
Average Work Hours: Approx. 40 Hours
Summary:
The Executive Assistant provides high-level administrative, organizational, and operational support to the President and the executive team. This role serves as a trusted partner and extension of executive leadership, ensuring efficient time management, clear communication flow, and effective coordination of daily priorities.
The Executive Assistant acts as a central point of organization and coordination for the President and executive team, managing confidential information with discretion and supporting executive effectiveness through proactive planning, preparation, and follow-through. While this role may occasionally support other leaders on an ad hoc basis, its primary focus is dedicated executive support.
Essential Functions & Responsibilities
Calendar Management
- Manage a complex executive calendar, scheduling meetings and appointments while balancing shifting priorities.
- Coordinate internal and external meetings to ensure optimal use of executive time.
- Anticipate scheduling conflicts and proactively adjust as needed.
Communication Management
- Screen, monitor, and prioritize incoming emails, phone calls, and meeting requests.
- Serve as a professional first point of contact for internal and external stakeholders.
- Draft, review and respond to correspondence as directed.
Travel & Logistics
- Coordinate domestic and international travel arrangements, including flights, lodging, transportation, and itineraries.
- Prepare travel documentation and ensure logistical details are handled smoothly.
- Anticipate executive needs during travel and provide ongoing coordination as required.
Document & Report Preparation
- Draft, edit, and format documents, presentations, reports, and spreadsheets.
- Prepare materials in advance for meetings, presentations, and executive discussions.
- Maintain organized digital and physical filing systems for executive reference.
Information & Confidentiality Management
- Handle sensitive and confidential company and employee information with the highest level of discretion.
- Maintain secure records and manage information flow appropriately.
- Exercise sound judgement when managing confidential communications and materials.
Operational & Administrative Support
- Coordinate and organize meetings, including agendas, materials, and note-taking when needed.
- Assist with special projects and executive initiatives as assigned.
- Provide general administrative support to ensure smooth daily operations.
Preferred Qualifications:
- Prior experience as an Executive Assistant, Administrative Assistant, or in a similar executive support role preferred.
- Exceptional organizational skills with strong attention to detail.
- Excellent written and verbal communication skills.
- High level of professionalism and discretion when supporting senior leadership.
- Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and related productivity tools.
- Ability to adapt and remain effective in a fast-paced environment with changing priorities.
- Self-motivated, proactive, and capable of anticipating executive needs.
- Comfortable working independently while maintaining strong communication with leadership.
- Reliable, organized, and solutions oriented.
Key Competencies:
- Multi-Task
- Ability to follow verbal and/or written instructions
- Planning or organizing
- Teamwork
- Excellent communications skills
- Accountability
- Detail Oriented
- Flexible
- Goal Driven
- Reliable
- Professional phone and e-mail etiquette
- Ability to obtain the proper information through verbal, written and personal contact
The statements in this job description are intended to represent the key duties, essential nature and level of work being performed. They are not intended to be all responsibilities or qualifications of the job.
Division: Maintenance & Construction
Working Location: Phoenix, AZ Office
Reports to: President & Executive Team
Position Classification: Full Time
FLSA Status: Exempt
Average Working Hours: 40+ hours per week
EEO Statement:
The equal employment opportunity policy of this employer provides for a fair and equal employment opportunity for all associates and job applicants regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, age, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. This employer hires and promotes individuals solely on the basis of their qualifications for the job to be filled.