Job Title: Administrative Assistant

Reports To: Executive Assistant

Location: Phoenix, AZ
This position provides administrative support to the Phoenix office.

Reporting & Working Relationships

• Reports to the Executive Assistant in our Arizona Business Unit
• Will support various functions and work with Region Directors, Managers and staff
• Works with fellow Administrative/Executive Assistants to effectively manage the administrative functions of the office
• Will interact and coordinate with external clients and subcontractors

Key Responsibilities

• Project manage the administration of programs or processes to ensure they are completed with, accuracy, high quality and within deadlines
• Provide front desk coverage for daily breaks and as needed
• Plan and coordinate internal and external meetings, trainings, lunches/dinners, interviews, video conferences and conference calls
• Manage company credit card reconciliation for multiple users
• Process, track and follow up on check request and invoices for donations, sponsorships and business development events
• Office supply ordering
• Prepare and process expense reports
• Compose and produce a variety of business correspondence, including agendas, reports, confidential documents and/or forms
• Coordinate travel and accommodations as needed
• Assist with special events, conferences, seminars, heart hats community efforts and teambuilding
• Calendar and schedule management
• Track, maintain and report on various data to support the teams
• Perform basic administrative and support functions for office
• Other tasks and duties as assigned

Qualifications:

• 5 years of administrative experience
• Event, travel and meeting coordination experience
• High proficiency in calendaring using Microsoft Outlook
• High proficiency with Word and Excel programs
• Able to multi-task and assist multiple people and functions with competing priorities
• Experience in working in a fast-paced environment with the ability to meet daily deadlines
• May be exposed to sensitive or confidential information, the ability to maintain the highest levels of confidentiality, integrity and discretion is critical
• Forward-thinking and has an ability and willingness to anticipate needs and be proactive
• Willingness to partner with the administrative team and others to achieve high-performing partnerships
• Ability to compose non-routine correspondence on own initiative
• Strong attention to detail and solid follow through
• Ability to write and communicate effectively