• Senior Executive Assistant

    Job Locations US-AZ-Tucson
    Job ID
    2018-1522
    Category
    Administrative/Clerical
    Type
    Regular Full-Time
    Work Hours
    8:30 a.m. - 5:00 p.m.
    Travel
    None
  • Overview

    A long-time leader in the provision of social servies to at-risk population in Arizona, Intermountain Centers  is currently searching for a dynamic Senior Executive Assistant to support the activities of its Executive Officers.

     

    Position Overview:

    The Senior Executive Assistant provides administrative support to the Chief Executive Officer, Chief Clinical Director and the Chief Financial Officer. The Senior Executive Assistant thrives on new challenges and the ability to create an efficient, effective and productive work environment.

     

     

    Responsibilities

    Job Responsibilities:

    • Serve as all-around assistant and gatekeeper to the President and CEO.
    • Manage all types of daily correspondence to ensure professional, accurate and timely response and appropriate prioritization; direct information to the correct point of contact and correspond internally and externally
    • Travel planning, logistics including scheduling flights, hotel accommodations, ground transportation, etc.; anticipate, identify, analyze and solve issues/timing conflicts independently and discretely, and prepare detailed itineraries and ensure accuracy and timely delivery of travel documents to travelers.
    • Assist with the completion and submission of proposals, grants, etc. This may include gathering information, writing, compiling, etc. electronic and mail in responses.
    • Assist with the coordination of fundraising activities. To include updating the fund development database.
    • Assist with the coordination and management of Board Members and activities.
    • Execute additional administrative tasks including procurement of office supplies, set-up and installation of new technology including phones, faxes, computers, etc.
    • Coordinate meetings involving all stages of planning including logistics, vendors and materials (in person, video conference or conference calls), and various other events for multiple organizational executives
    • Create and develop highly professional visual documents and presentations for senior management
    • Organize and safeguard all highly confidential company files and information
    • Assist with overflow, back-up coverage and day-to-day tasks and provide support to visiting Directors and Board members.
    • Act as a liaison with other departments and outside organizations

    Qualifications

     

    KNOWLEDGE, SKILLS AND ABILITIES:

    • Highly proficient in MS Office (Word, Excel, Outlook, Publisher and PowerPoint) as well as other web based programs and video conferencing

    • Must be able to adapt procedures, processes and techniques to align with the department's and team’s needs

    • Excellent organizational, problem-solving and follow-up skills, and the ability to effectively handle multiple priorities while working under little supervision

    • Must be an exemplary representative of the company at all times

    • Executive presence, maturity and judgment, and sound decision-making in order to communicate on an executive level and maintain a high degree of confidentiality

    • Collaborative team player with proactive approach; ability to take initiative

    • Effective interpersonal and listening skills, telephone etiquette, superior oral and written communication skills, proofreading skills and attention to detail

     

    EDUCATION, EXPERIENCE AND LEGAL REQUIREMENTS:

    • 5+ years experience in a senior administrative role supporting executives
    • Familiarity with a dynamic and fast-paced company’s operating rhythm and processes
    • Highly proficient in MS Office (Word, Excel, Outlook, Publisher and PowerPoint) as well as other web based programs and video conferencing
    • Must be able to adapt procedures, processes and techniques to align with the department's and team’s needs
    • Excellent organizational, problem-solving and follow-up skills, and the ability to effectively handle multiple priorities while working under little supervision
    • Must be an exemplary representative of the company at all times
    • Executive presence, maturity and judgment, and sound decision-making in order to communicate on an executive level and maintain a high degree of confidentiality
    • Collaborative team player with proactive approach; ability to take initiative
    • Effective interpersonal and listening skills, telephone etiquette, superior oral and written communication skills, proofreading skills and attention to detail

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