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EXECUTIVE ASSISTANT

EXECUTIVE ASSISTANT

Women's Health ArizonaPhoenix, AZ, United States
5 days ago
Job type
  • Temporary
Job description

Women's Health Arizona is seeking a highly organized and proactive Executive Assistant / Executive Coordinator to provide high-level administrative support to the C-Suite. This role is responsible for managing executive schedules, preparing presentations, handling confidential communications, and ensuring seamless office operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment.

Executive Support

  • Provide direct administrative support to the C-Suite, managing calendars, scheduling meetings, and coordinating travel arrangements.
  • Prepare and edit correspondence, reports, and presentations, including PowerPoint presentations for executive and shareholder meetings.
  • Facilitate communication between executives, internal teams, and external stakeholders with professionalism and confidentiality.
  • Track and prioritize action items, ensuring timely follow-ups on executive directives.
  • Assist in coordinating executive-level projects and initiatives as needed.

Office Operation Management

  • Oversee day-to-day office operations, ensuring a well-organized, efficient, and professional work environment.
  • Order and manage office supplies, paper, food, and other necessities, maintaining inventory levels.
  • Receive, sort, and distribute mail promptly to the appropriate recipients.
  • Coordinate catering breakfast lunch and dinner arrangements for meetings and executive gatherings.
  • Serve as the primary point of contact for office vendors and service providers.
  • Support facility management needs, including scheduling maintenance and ensuring common areas are organized.
  • Maintain organized filing systems for documents and records, ensuring easy retrieval of information

    • Event & Meeting Coordination

  • Organize and prepare materials for executive meetings, including agendas and presentations.
  • Assist in planning and executing company events, board meetings, and leadership off-sites.
  • Take detailed meeting minutes and distribute action items as needed.

    • Requirements

    Qualifications & Experience

  • 7+ years of experience as an Executive Assistant, Administrative Assistant, or Office Coordinator, preferably supporting C-level executives.
  • Experience in healthcare or multi-site organizations preferred.
  • Proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Outlook, and Excel.
  • Experience managing office operations, ordering supplies, and handling vendor relationships.
  • Event planning and coordination experience.
  • Strong organizational and time-management skills, with the ability to prioritize multiple tasks efficiently and ability to exercise independent judgment
  • Excellent verbal and written communication skills.
  • Ability to handle sensitive information with discretion and professionalism.
  • Self-starter with a proactive approach to problem-solving and process improvement.

    • Work Environment & Schedule

  • Hybrid work schedule. Onsite Monday - Thursday at the Phoenix Corporate Office. Flex remote on Fridays.
  • Fast-paced, team-oriented environment with direct engagement with executive leadership.
  • Interim after-hours availability may be required as needed.
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    Executive Assistant • Phoenix, AZ, United States