Executive assistant Jobs in Phoenix, AZ

Description

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Essential Responsibilities:

• Manages calendar of the executive and daily work with some instruction from others.
• Performs general administrative duties such as travel, expenses, department distribution list, purchase orders, ordering supplies in accordance with standard procedures & practices.
• Engage and collaborate with the immediate team & internal partners.
• May act as a delegate for the executive when reviewing and approving expense reports
• Proactively identifies opportunities to increase efficiency and improve processes, anticipating the needs of the executive & team
• Collaborate regularly with peers and internal partners while developing and maintaining strong relationships.

Minimum Qualifications:

• 3 years of relevant work experience

Additional Responsibilities & Preferred Qualifications:

PayPal is one of the leading global payments companies in the world. Initially conceived and designed for web payments, PayPal’s mobile and point of sale solutions have altered the payments landscape by blurring the lines between ecommerce and traditional brick and mortar commerce. PayPal’s innovative technology and approaches to payments, coupled with an increasingly complex and demanding legal and regulatory environment, provide robust career opportunities for attorneys motivated and driven by creative clients and a fast paced, cutting-edge culture.

PayPal’s Legal Team is looking for an Executive Assistant to support two (2) Vice Presidents and (1) Senior Director in the Legal organization. This individual must be capable of efficiently multi-tasking, at times under tight deadlines, and appropriately handling sensitive information. Success in this role also involves the ability to anticipate the needs of their leaders and takes the initiative to solve problems independently, while displaying appropriate judgment. In addition, this individual will be expected to proactively identify opportunities to make the overall legal organization and leadership team operate more efficiently over the long term.

Additional Responsibilities & Preferred Qualifications:

Calendars, Meetings and Team Processes:

• Fully own, build and maintain the calendars of the primary executives you support. This includes advance planning, adjusting calendars to address urgent requests, managing incoming calendar emails and applying considered and appropriate judgment, including judgment about when to seek input direct from the executives you support.
• Understand overall group priorities and align schedules and meetings appropriately.
• Actively support team and leadership meetings. This includes meeting coordination and logistics, such as ensuring technology availability, slide sharing, agenda distribution, as well as assisting with notes and follow-up actions.
• Effectively and efficiently coordinate virtual and in-person off-sites for team and leadership meetings, including agenda, logistics, travel and special events.
• Plan, coordinate and execute legal department events.
• Consistently and proactively suggests and introduces new ways of working to improve effectiveness.

Travel and Expense:

• Makes travel arrangements expeditiously, accurately and in a cost-effective manner.
• Coordinates site visits (virtual and physical) of executives, including partnering with local legal leadership to develop a full itinerary (meeting times, special events, socials, dinners), transportation logistics and required travel documents.
• Manages expense reports to ensure on-time submission with required detail and accuracy
• Onboards suppliers, prepares and tracks purchase orders, invoice payments and expense reports to ensure accuracy and timely payments to suppliers.

Office Administration/general:

• Maintain and update organizational charts, distribution lists and team meeting participants for the relevant legal teams.
• Handle incoming & outgoing courier, inter-office mail and post, as well as supporting on outgoing correspondence.
• Assist with registration and hosting any visitors coming to the site.
• Support onboarding of new employees and AWFs.
• Partner and network with other PayPal administrative assistants in order to collaborate, identify common challenges and opportunities for development, obtain information, solve problems and successfully navigate PayPal processes and policies.
• Completes ad-hoc and/or on-going projects and special assignments that ranges from financial/budget reporting, professional presentations, information gathering, budget/process planning, and following-up on key meetings decisions.
• Ensures absolute confidentiality of all sensitive information and communications.
• Embody and role model PayPal’s Values, One Team Behaviors and champion PayPal Policies.
• Provide general administrative support as required.

Requirements and Relevant Experience:

• Bachelor’s Degree.
• Notary Public experience or ability to become a Notary Public.
• Proven ability to independently exercise sound judgment, prioritize appropriately, show initiative and problem solve.
• Must have demonstrated strong interpersonal and communication skills (both written and verbal), to include speaking clearly and persuasively with all levels in the organization.
• High degree of flexibility and adaptability; including the ability to work outside of regular business hours.
• Outstanding planning & organizational skills and meticulous attention to detail.
• Respect for confidentiality and discretion to properly handle sensitive information.
• Ability to confidently interface with executive-level contacts inside and outside the company.
• A “can-do” attitude that focuses on getting the job done in a highly collaborative and positive way.
• Ability to work with a diverse group of colleagues that are located in different time zones.
• Prior experience working for a publicly traded company preferred.
• Advanced knowledge of MS Office and related tools, including Outlook, Excel, Word, Forms and PowerPoint with the ability to create high-quality presentations, spreadsheets, surveys, and correspondence required.
• Excellent time management skills and ability to adhere to deadlines.
• Ability to work independently, meet deadlines in a fast-paced changing environment, and resolve issues with minimal supervision.
• Must be results focused and highly energetic to drive the defined team and organizational goals.
• Natural willingness to step up and take on projects/tasks necessary to support PayPal.
• Exhibits professionalism, a strong attention to detail, and a high degree of integrity.

Subsidiary:

PayPal

Travel Percent:

0

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The base pay for this role will depend on where you work and the relevant experience and expertise you bring. The expected range of pay for this role by location is:

Primary Location | Pay Range:

Chicago, Illinois: ($31.25 - $44.68 Hourly)

Additional Location(s) | Pay Range:

Austin, Texas: ($31.25 - $44.68 Hourly) San Jose, California: ($34.37 - $49.18 Hourly) Washington DC, District of Columbia: ($32.69 - $46.80 Hourly) Scottsdale, Arizona: ($29.80 - $42.57 Hourly) Omaha, Nebraska: ($29.80 - $42.57 Hourly) Additional compensation for this role may include an annual performance bonus or other incentive compensation, as applicable.

PayPal does not charge candidates any fees for courses, applications, resume reviews, interviews, background checks, or onboarding. When making an application directly, we will never ask you to share passwords, one-time passcodes (OTP), or verification codes. Any such request is a red flag and likely part of a scam. All communication regarding your application will come from official PayPal email domains. If you suspect fraudulent activity, please report it immediately. To learn more about how to identify and avoid recruitment fraud please visit .

For the majority of employees, PayPal's balanced hybrid work model offers 3 days in the office for effective in-person collaboration and 2 days at your choice of either the PayPal office or your home workspace, ensuring that you equally have the benefits and conveniences of both locations.

Our Benefits:

At PayPal, we’re committed to building an equitable and inclusive global economy. And we can’t do this without our most important asset-you. That’s why we offer comprehensive, choice-based programs, to support all aspects of personal wellbeing—physical, emotional, and financial—delivering meaningful value where it matters most. We strive to create a flexible, balanced work culture with a holistic approach to benefits, including generous paid time off, healthcare coverage for you and your family, and resources to create financial security and support your mental health.

Who We Are:

to learn more about our culture and community.

Commitment to Diversity and Inclusion

PayPal provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, pregnancy, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law. In addition, PayPal will provide reasonable accommodations for qualified individuals with disabilities. If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at .

Belonging at PayPal:

Our employees are central to advancing our mission, and we strive to create an environment where everyone can do their best work with a sense of purpose and belonging. Belonging at PayPal means creating a workplace with a sense of acceptance and security where all employees feel included and valued. We are proud to have a diverse workforce reflective of the merchants, consumers, and communities that we serve, and we continue to take tangible actions to cultivate inclusivity and belonging at PayPal.

Any general requests for consideration of your skills, please .

We know the confidence gap and imposter syndrome can get in the way of meeting spectacular candidates. Please don’t hesitate to apply.