Executive Assistant

Phoenix, Arizona | Contract

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Executive Assistant (Remote)
Length: 6 months

Responsibilities: 
As an executive assistant (EA) , you will provide administrative support to multiple executives in our North America organization. You will be part of a shared services model that leverages both our client’s full-time employees and client service center team members to deliver high-quality, consistent, and efficient EA support across all areas and regions.

You will also collaborate with other EAs, business partners, and clients to ensure smooth and effective communication and coordination.

Responsibilities:

  • Proactively manage and maintain executives’ calendars, resolving any conflicts and prioritizing appointments based on business needs and urgency.
  • Coordinate and book travel arrangements for executives, including flights, hotels, transportation, and workplace reservations.
  • Plan and organize meetings and events owned by executives, including securing venues, arranging catering, sending invitations, preparing agendas, and providing onsite support if needed.
  • Prepare and send emails and other communications on behalf of executives, ensuring professional and accurate tone and format. Support document and deliverable production for internal, non-client chargeable work, such as presentations, reports, and proposals.
  •  Enter and submit expenses for executives in myTE, ensuring timely and accurate documentation and receipts. Assist with purchase order and invoice processing as needed.
  • Maintain and update client, prospect, and partner contact details in Outlook and CRM systems. Coordinate with IT for any technology support or issues.
  • Perform other client-related general administrative tasks as appropriate and agreed with the EA Lead.

Qualifications: 

  • Bachelor’s degree and at least 3 years of experience 
  • Previous experience as an executive assistant or in a similar administrative role.
  • Excellent communication and interpersonal skills, with the ability to interact with internal and external stakeholders at all levels.
  • Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
     

  • High level of discretion and confidentiality, with the ability to handle sensitive and confidential information appropriately.
  • Proficient in Microsoft Office applications, especially Outlook, Word, PowerPoint, and Excel.
  • Flexible and adaptable to changing business needs and demands.
  • Proactive and self-motivated, with the ability to work independently and as part of a team.

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