Scottsdale, AZ Full Time 2 weeks ago

Job Description:

ALL APPLICANTS MUST SUBMIT A COVER LETTER TO BE CONSIDERED

POSITION: Executive Assistant

REPORTS TO: CEO / COO

JOB SUMMARY:

We are seeking outstanding people for our Executive & Personal Assistant join our growing team in Scottsdale, Arizona. We are looking for driven, savvy game changers who are ready to dive into the trenches and make an immediate impact! Position supports our two founders, CEO, CFO and COO.

EDUCATION AND EXPERIENCE:

  • At least 5+ years of Executive Support Experience
  • Proven track record of managing busy executives
  • Solid experience in administration
  • Microsoft Office, Excel, Word, PowerPoint and Outlook
  • Prior experience in working in a fast-paced growth organization is a distinct advantage
  • Familiar with cloud-based applications
  • Organizational skills – ability to plan calendars, meet deadlines and multitask
  • Strong communication skills - ability to articulate messages effectively
  • Time-Management – focus on delivering work on time
  • Strong attention to detail – reviews all work before submission

ESSENTIAL SKILLS AND ABILITIES:

  • Confident – working with different levels of the organization
  • Flexibility – ability to meet the changing needs of the business
  • Self-Motivated - energetic, positive and a ‘can do’ attitude to work
  • Willing to pitch in whenever necessary to help others
  • Persistence – always strives to get the job done
  • Initiative – ability to thinks on one’s feet
  • Be proactive as well as reactive
  • Confidential - need to exercise discretion with sensitive information
  • Professional – always conduct oneself appropriately
  • A good sense of humor

RESPONSIBILITIES:

Provide day to day administrative support for the executive teams including (but not limited to) calendar management, submitting expenses, arranging travel and logistics, scheduling meetings both internal and with external partners, preparing PowerPoint presentations, handling correspondence and collating reports. Some ad-hoc personal support will be required (e.g., making personal appointments/ reservations, running errands, planning personal events / travel). Serve as an ambassador for all guests and employees. Arrange catering for events, visitors, and meetings.

Diary/Schedule Management

  • Calendar management for the Senior Leaders including: Scheduling and tracking all regular 1:1s and key company meetings
  • Set up rooms for team meetings, and meet and greet partners/candidates when necessary
  • Provide call details and where necessary setting up video conferences over multiple time zones
  • Ensure performance reviews are scheduled in a timely manner for the leader’s direct reports

Travel & Expenses

  • Handle travel arrangements for the Leaders, including detailed itineraries, car bookings and accommodation
  • Ensure all travel details are clearly put in each Leaders calendars in the correct time zone
  • Complete monthly credit card & personal expenses for the Senior Leaders within the deadline
  • Complete and track cash expenses for the Senior Leaders

General Admin

  • Source and book restaurants for team meetings, and organize lunches/coffees/snack runs for team meetings as needed
  • Be flexible around US time zones when the Senior Leaders are travelling
  • Answer phones/take messages, field calls as necessary
  • Some personal errands may be required

COMPENSATION: DOE

Job Type: Full-time

Benefits:

  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday

Ability to commute/relocate:

  • Scottsdale, AZ: Reliably commute or planning to relocate before starting work (Preferred)

Work Location: One location

  • Company:
    Gawley Plastic Surgery
  • Job Type:
  • Posting Date:
    11th May 2022
  • Valid through:
    11th Jun 2022
  • Location:
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