Executive Assistant

Description

Women's Health Arizona is seeking a highly organized and proactive Executive Assistant/Executive Coordinator to provide high-level administrative support to the C-Suite. This role is responsible for managing executive schedules, preparing presentations, handling confidential communications, and ensuring seamless office operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment.

Executive Support

Provide direct administrative support to the C-Suite, managing calendars, scheduling meetings, and coordinating travel arrangements.

Prepare and edit correspondence, reports, and presentations, including PowerPoint presentations for executive and shareholder meetings.

Facilitate communication between executives, internal teams, and external stakeholders with professionalism and confidentiality.

• Track and prioritize action items, ensuring timely follow-ups on executive directives.
• Assist in coordinating executive-level projects and initiatives as needed.

Office Operation Management

Oversee day-to-day office operations, ensuring a well-organized, efficient, and professional work environment.

Order and manage office supplies, paper, food, and other necessities, maintaining inventory levels.

Receive, sort, and distribute mail promptly to the appropriate recipients.

Coordinate catering breakfast lunch and dinner arrangements for meetings and executive gatherings.

Serve as the primary point of contact for office vendors and service providers.

Support facility management needs, including scheduling maintenance and ensuring common areas are organized.

Maintain organized filing systems for documents and records, ensuring easy retrieval of information

Event & Meeting Coordination

Organize and prepare materials for executive meetings, including agendas and presentations.

• Assist in planning and executing company events, board meetings, and leadership off-sites.
• Take detailed meeting minutes and distribute action items as needed.
• Requirements

Qualifications & Experience

8+ years of experience as an Executive Assistant, Administrative Assistant, or Office Coordinator, preferably supporting C-level executives.

• Experience in healthcare or multi-site organizations preferred.
• Proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Outlook, and Excel.

Experience managing office operations, ordering supplies, and handling vendor relationships.

Event planning and coordination experience.

Strong organizational and time-management skills, with the ability to prioritize multiple tasks efficiently and ability to exercise independent judgment

• Excellent verbal and written communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Self-starter with a proactive approach to problem-solving and process improvement.

Work Environment & Schedule

Hybrid work schedule. Onsite Monday – Thursday at the Phoenix Corporate Office. Flex remote on Fridays.

• Fast-paced, team-oriented environment with direct engagement with executive leadership.
• Interim after-hours availability may be required as needed.