Administrative Assistant – Dynamic, High-Impact Support Role
Are you an organized, proactive, and adaptable professional with a passion for making an impact? We’re looking for an Administrative Assistant to support a leading team in a mission-critical role. As the backbone of our team’s administrative operations, you’ll thrive in a fast-paced environment where your ability to juggle competing priorities, collaborate across departments, and communicate effectively with all levels of an organization will make you indispensable. This hybrid role is based in Phoenix, AZ, and offers a unique opportunity to be at the forefront of a major initiative.
Key Responsibilities:
- Streamline and Coordinate Complex Schedules – Plan, anticipate, and resolve scheduling conflicts, ensuring seamless calendar management and efficiency.
- Serve as the Team’s Go-To – Act as the first point of contact for inquiries, skillfully delegate tasks, and ensure smooth, responsive service.
- Lead Meeting and Event Preparation – Organize, prioritize, and support meetings, appointments, and events, including preparing agendas, taking minutes, and maintaining high-quality follow-through.
- Ensure Operational Flow – Arrange travel logistics, process and track invoices, and maintain accurate records.
- Drive Successful Events and Webinars – Coordinate on-site or remote events with meticulous attention to detail, from scheduling to AV setup, ensuring every aspect runs smoothly.
- Support Team Efficiency – Perform a range of general clerical duties and maintain organized physical and electronic filing systems; manage SharePoint and Salesforce updates for effective document control.
- Weekly Reporting and Insights – Compile team input and prepare activity reports for leadership to support strategic decision-making.
Additional Responsibilities:
- Collaborate with Marketing and Communications – Partner with the MarComm team to develop presentations, outreach materials, and engaging web content.
- Organize and Coordinate Events – Schedule and support team events and webinars, managing everything from catering to contact lists.
- Support Project Documentation – Keep precise records of meeting minutes, action items, and follow-up activities, contributing to project continuity.
- Create and Distribute Reports – Generate weekly activity reports to keep leadership informed and projects on track.
What We’re Looking For:
- Bachelor’s Degree in business, accounting, communications, or a related field (or equivalent experience).
- 4+ Years of Administrative Experience – Demonstrated experience with event planning, scheduling, and providing executive-level support.
- Expert Office Administrator – Strong knowledge of administrative procedures and recordkeeping systems with excellent communication skills.
- Independent, Adaptable Self-Starter – Able to manage multiple projects and pivot quickly in a fast-changing environment.
- Tech-Savvy – Proficiency in MS Office Suite and web-based tools, including Salesforce.
Highly Preferred Skills:
- Experience with Invoicing – Skilled in managing invoice tracking and processing for seamless financial workflows.
- Adaptability and High Energy – Thrives in a fast-paced environment, adjusting seamlessly to new priorities and directions.
- Effective Communicator – Proven ability to build relationships, communicate clearly, and establish trust across stakeholder groups.
- Flexible and Collaborative – High tolerance for ambiguity and a desire to work in a dynamic, team-driven culture.
If you’re a motivated, detail-oriented professional who’s ready to make a difference in a high-impact program, we’d love to meet you. Join our team to help drive meaningful initiatives while growing your career in a highly collaborative, innovative environment!
Salary: $65k
Full Benefits
Hybrid, Phoenix, AZ
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