Executive Assistant to the President, Chairman & CEO
Confidential International SaaS Company (name will be disclosed to selected candidates).
Phoenix, AZ
This role is remote for now, but will become in office with 20% flexibility once we open an office in Phoenix.
Reporting to the President, Chairman & CEO, this strategic and senior-level Executive Assistant role is responsible for providing support in all aspects of business life to the CEO Office. This role is critical to support the effective and efficient operations of a very fast-paced and rapidly changing business environment. Your ability to understand how the business functions, its key processes and systems, and key players is paramount to your being successful. The better you can understand what is happening in the business and how the CEO leads and engages, the more valuable you will be.
The demands on the CEO Office usually call for more to do than time to do it in. A key aspect of your role is to create time and space for the CEO and by running an efficient office, helping to prioritize issues, people, and demands. The environment is fast-paced, demanding and fluid. But it is also respectful, professional, and the epicenter of the Company’s drive, strategy, pace, tone, and direction. If you view this type of environment exhilarating, then this position will be your job of a lifetime.
Duties and Responsibilities:
- Maintain and respect the confidentiality of the CEO Office, at all times.
- Provide support to the General Manager, CEO Office in coordinating: annual processes which are led by the CEO office, including the Planning process, compensation process and board and committee meetings; elements of the Annual General Meeting and Annual Filings collaboratively with other team members in Legal; monthly, quarterly and annual financial reporting for accruals and forecasts; and, major corporate events, on an as needed basis.
- Interact with Board of Directors, key customers, government and business leaders and other company executives.
- Maintain a professional business environment which requires appropriate dress, respect and manners.
- Be available and able to work flexible work hours with occasional long days which may include holidays, weekends and occasional travel.
- Manage ever-changing priorities of the CEO Office which includes organizing and preparing the daily schedule and meetings in alignment with business priorities, all relevant documentation required for meetings, follow-up after meetings to take on action items.
- Organize all CEO and Board of Directors travel arrangements and logistics.
- Manage and handle communications for the CEO, which includes mail, email, phone calls, written reports and letters.
- Update and maintain contacts in Outlook for the CEO, tracking external networking.
- Administer the CEO Office cost centres - Issuing AFEs, POs and GRPOs in SAP.
- Process CEO credit card expenses in Concur on a monthly basis.
- Support CEO in management of SuccessHub workflow approvals.
- General administrative support of the CEO Office including, but not limited to document management and filing, binder preparation, printing, binding, etc.
- Provide assistance on an ongoing basis to assist with personal arrangements to ensure maximum time efficiency of the CEO.
- Work on Special Projects as assigned by CEO and General Manager, CEO Office.
- Provide back-up coverage support for other c-suite EAs, on an as needed basis.
- Other duties as required.
Qualifications:
- Completed post-secondary education in a related field (i.e. Business Administration Studies).
- 5 years minimum of demonstrated experience supporting a senior level executive or government official.
- Intermediate to advanced PC proficiency in a Windows environment (Outlook, Word, Excel, PowerPoint, OneNote).
- Knowledge of cloud-based solutions considered an asset (i.e. Diligent, Concur, SAP, SignNow).
- Exceptional organization and time management skills are essential.
- Ability to adapt and handle daily pressures of competing priorities, tasks and requirements.
- Exceptional attitude and positive outlook.
- Valid driver’s license for business purposes.
Job Type: Full-time
Pay: $80,005.00 - $100,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Have you completed a post-secondary certificate, diploma or degree?
Experience:
- Executive Assistant: 2 years (Required)
Work Location: Remote