Executive Assistant

The Executive Assistant provides high-level administrative support for the Tucson-based President and Vice Presidents and requires confidentiality, discretion, a good understanding of technical and business vocabulary, and detailed knowledge of the organization’s operations, procedures, and people.

• Supports the Tucson-based President and Vice Presidents in prioritizing projects, tasks, and meetings through proven processes to improve time management, communication, and overall organization.
• Anticipates the needs of the Executive team and maintains a proactive approach to all tasks.
• Provides excellent administrative service and support to the Tucson-based President and Vice Presidents related to greeting visitors, coordinating customer visits, vendor coordination, room preparation and lunch arrangements for senior leadership–level meetings, booking travel, and updating and managing the corporate calendar; may have responsibilities for travel and expense management
• Maintains files, logs, and records; prepares periodic reports; and creates and maintains shared documents
• Identifies and resolves scheduling conflicts, ensuring alignment with management priorities
• Schedules and manages invitations for corporate training
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes
• Performs tasks using independent judgment and discretion (e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases); adheres to internal standards, policies, and procedures
• Demonstrates excellent judgment in ambiguous situations and creative problem-solving skills
• Maintains files in the contract management system, including electronic and paper files; compiles, prints, and ensures restricted distribution of documents
• Cross-trains and potentially backs up other HR areas as needed to provide operational depth within the function

• Bachelor’s Degree
• Minimum 5 years’ experience as an administrative or executive assistant, including responsibility for complex meeting scheduling and executive calendar management
• Self-starter with strong organizational skills and the ability to manage multiple tasks
• Demonstrated success working in a team environment
• Excellent administrative, interpersonal, organizational, research, verbal, and writing skills, plus the proven ability to exercise sound judgment in a variety of situations.
• High level of computer proficiency in a Microsoft Windows environment, including experience working with the Microsoft Office suite