Executive Assistant

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.