Our client, a major financial services company, is actively looking for a Executive Assistant to join their team in Phoenix, AZ!

** This begins as a 6 month contract with an opportunity to extend or convert at any time **

Responsibilities

• Proactively organizing and maintaining complex calendars using an elevated level of tact and integrity, including scheduling meetings and conference calls across different time zones internationally so that everything is arranged and organized well in advance.
• Managing the logistics of key meetings, including room reservations, catering (if needed), production of meeting materials, assisting with meeting notes and agendas, etc.
• Serve as the Leader EA, collaborating with the other team EAs, prioritizing and executing on the organization’s meetings, town halls, team events and general priorities and other activities to maintain or boost team culture and engagement.
• Assisting the VP and VP’s Chief of Staff in gathering and compiling information and coordinating logistics for global town hall meetings.
• Coordinating domestic and international travel including air, lodging, transportation, visas, and other travel-related needs, consulting with other offices for internal meetings and managing last minute changes with diplomacy and tact as required.
• Processing monthly expense reports in Concur.
• Assisting in device refresh, replacements and returns for the team (laptops/phones).
• Ordering supplies and/or peripherals for the team.
• Updating the team management roster, distribution lists, organizational charts, adding new team members/removing former ones to Slack channels, etc.
• Submitting of vendor invoices in Ariba.
• Assisting in gathering write-ups for new hires and previously promoted colleagues for the monthly organizational announcements.
• Supporting ad hoc project work as directed and needed.
• Providing coverage for other team EAs as needed.

Qualifications

• Must have a minimum of 5 years of executive office management and/or administrative experience.
• Ability to multi-task with excellent attention to detail, well organized, work independently or with minimal direction and has a sense of urgency.
• Experience in handling a wide range of administrative related tasks, organizing large meetings, and arranging travel.
• Advanced interpersonal skills and the ability to build relationships with all internal and external stakeholders including other EA (Executive Assistants) team members.
• Proficient in utilizing and understanding all internal systems, Microsoft systems, and processes and policies, i.e., Online travel booking tool, HR systems, expense management systems, purchasing systems, intranet are helpful.
• Demonstrate dedicated approach to problem solving with strong decision-making capabilities.
• Proficiency in Microsoft Office Suite.
• Handling of confidential and sensitive issues in an appropriate manner
• Technology background, a plus