Executive Assistant to CEO

The Executive Assistant's primary responsibility is to provide comprehensive executive support to the CEO. The Executive Assistant will be highly organized and conscientious while seamlessly managing and leading shifting priorities with ambiguity. The Executive Assistant will be a trusted liaison between the CEO and internal/external stakeholders, exercising discretion and professionalism in all interactions. The Executive Assistant will effectively manage calendars, expense reports, and travel arrangements on the CEO's behalf while preparing reports, presentations, and correspondence as requested.

Essential Duties and Responsibilities:

Executive Assistant Responsibilities

Review, update, and manage the CEO's calendar exercise considerable discretion and judgment regarding priorities and effective use of the CEO's time. Regularly arranges meetings, schedules and re-schedules appointments, and follows up with participants to ensure accuracy and effectiveness of the CEO's calendar.

Communicates with internal and external stakeholders timely and often.

Coordinates and plans travel including flights, hotels, cars, etc. and provides travel itineraries.

Monitors schedule and weather for traveling executives and proactively reschedules flights, cars, etc.

Tracks and creates expense reports.

Manages meeting agendas, attendees, and logistics for meetings, office events, and conferences while anticipating conflicts and solving scheduling issues.

Receives and distributes presentations, materials for meetings and conference calls.

As needed, participates in meetings, including note-taking. Notes must be organized, and action items distributed and tracked to help drive completion of company and employee deliverables, sending reminders to follow up on outstanding items.

Serves as a liaison for key Company and executive-level meetings.

Proactively manages projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles.

Prioritizes conflicting needs; handles matters expeditiously and proactively follows through on projects to successful completion, often with deadline pressures.

Anticipates the support needed by the CEO and plans ahead accordingly.

Effectively uses software products to produce requested materials such as correspondence, reports, spreadsheets, charts, graphs, presentation materials, forms, mailing lists, and meeting agendas.

Drafts emails, correspondence and other materials and reviews and edits documents.

Acts as liaison with other departments and externally when applicable.

May handle personal items for executives on an as needed or requested basis.

Management / Office Responsibilities:

Prepares office space accordingly in advance of guest arrivals including office space and office access.

Assists in planning and coordinating office events.

Other Responsibilities:

Willingly takes on additional responsibilities as requested to accomplish department and Company objectives.

Actively participates and contributes to the goals and objectives of the Company by working collaboratively and fostering a positive and inclusive work environment.

Skills and Abilities:

Proficiency in calendar management, scheduling, and coordinating meetings and appointments.

Discretion and confidentiality in handling sensitive information and correspondence.

Communicates clearly and interacts with others in a manner that demonstrates professionalism.

Ability to anticipate and proactively address the needs of the CEO.

Strong problem-solving skills and the ability to adapt to rapidly changing priorities.

Self-starter with excellent follow through and time management skills.

Advanced proficiency with Microsoft Office products, including Excel, Word, PowerPoint, Outlook, and virtual meeting platforms.

Attention to detail and accuracy in preparing reports, presentations, and other documents.

Exceptional judgement, decision making and prioritization skills.

Adaptable in a rapidly changing environment.

Training or Work Experience:

Minimum 7 years of corporate executive support experience required.

10 years of corporate executive support experience preferred.

Experience providing executive support to the CEO of an Insurance, or Financial Services Company preferred.

Education:

High School Diploma or Equivalent required

Bachelor's Degree preferred

Working Conditions:

On-Site Location: Scottsdale, Arizona

Mostly off-site

Business Travel: Travel not required/likely