Executive Assistant

Our client, a major financial institution, is actively looking for an Executive Assistant to join their team in Phoenix, AZ! This will be a hybrid position, onsite 3x a week.

**This begins as a 6-12 month contract with an opportunity to extend or convert at any time***

We are looking for an individual who has a passion for details and can provide an outstanding standard of support for the VP. They will work autonomously and efficiently, anticipating the leader’s needs and “connecting the dots” behind the scenes. The ideal candidate should be highly energetic, organized, flexible and credible and used to working in a fast, and at times high pressure environment with numerous conflicting priorities.

Job responsibilities will include:

• Organizing and maintaining complex calendars using a high level of tact and integrity, including scheduling meetings and conference calls across different time zones, most frequently between AZ, FL, NY, UT, UK, and India.
• Managing the logistics of key meetings, including room reservations, catering (if needed), production of meeting materials, etc.
• Collaborating with the other team EAs to prioritize and execute on the organization’s meetings, town halls, team events and general priorities and other activities to maintain or boosts team culture and engagement.
• Assisting in gathering and compiling information for town hall decks.
• Coordinating domestic and international travel including air, lodging, transportation and other travel-related needs, consulting with other Amex offices for internal meetings and managing last minute changes as required.
• Processing monthly expense reports in Concur.
• Managing and tracking the payroll systems (Clarity for Contractors and Dayforce for Colleagues) for the team (holidays, vacation, sick days, etc.).
• Assisting in device refresh, replacements and returns for the team.
• Ordering supplies and/or peripherals for the team.
• Updating the team management roster, distribution lists, organizational charts, adding new team members to slack channels, etc.
• Submitting of vendor invoices in Ariba.

Qualifications include:

• Must have a minimum of 5 years of executive and administrative experience.
• Ability to multi-task with excellent attention to detail, well organized, work independently or with minimal direction and has a sense of urgency.
• Experience in handling a wide range of administrative related tasks, organizing large meetings, and arranging travel.
• Advanced interpersonal skills and the ability to build relationships with all internal and external stakeholders including other EA team members.
• Proficient in utilizing and understanding the following: Online travel booking tool, HR systems, expense management systems, purchasing systems, intranet are helpful.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Handling of confidential and sensitive issues in an appropriate manner
• Technology background, a plus