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.
