Executive Administrative Assistant Job at Unical Aviation Inc. in Phoenix

Position Summary:

Reporting to the Chief Executive Officer, position is in Glendale, AZ. The Executive Administrator (EA) will collaborate with teams across functions and ensure/provide smooth and efficient support to the Executive Leadership Team.

Duties & Responsibilities:

• Provide calendar management for the Executive Leadership team. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Effectively prioritize and manage several work streams simultaneously, and independently solve complex problems under ambiguous conditions.
• Precise execution of administrative activities, with high attention to detail, organization and process including, but not limited to, schedule management, presentations, meeting agendas, emails, spreadsheets, calls and internal/external communications.
• Arrange and handle all logistics for Executive Leadership team meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Manage all communications, including responding to a wide variety of inquiries and requests from internal and external customers, whilst maintaining the confidentiality of highly sensitive information.
• Provide end-to-end customer excellence when preparing complex international and local travel arrangements, visa applications, expense report submission, accounting administration. and conference management for executive staff.
• Processing Expense Reimbursement reports for the Executive Leadership team.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Leadership team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive Leadership team’s style and organization policy.
• Work closely with the Executive Leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Confirmed ability to maintain a high level of confidentiality, integrity, discretion and judgement always with unyielding integrity.
• Manage schedules so that the executive can complete their obligations in an organized, efficient way.
• Manage multiple projects from various sources (including collaborating with other Executive Assistants including those at customer/suppliers) and prioritize/initiate follow up to ensure timely achievements of commitments.
• Ability to balance workload under short deadlines and changing priorities in a constantly changing environment.
• Handle all telephone calls in a professional and efficient manner; develop strong ongoing rapport with customers and employees.
• Replenish office materials such as printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer the main phone line and respond to inquiries.
• Process and distribute daily mail.
• Other projects/duties as assigned for the overall benefit of the organization.

Required Qualifications:

• Executive Assistant position or a high school diploma with at least 10 years of experience as an EA.
• At least 3 years of project management experience including coordinating and scheduling multiple events simultaneously.
• At least 5 years of experience managing a calendar for one or more Executives (for example: setting up meetings and determining the priority of meeting requests and events).
• Excellent judgment and impeccable discretion; demonstrates the highest level of confidentiality.
• Experience coordinating complex domestic and international travel including understanding COVID travel restrictions and testing policies.
• Strong computer skills with proficiency in Microsoft Applications (Outlook, Teams, PowerPoint, Word, Excel).
• Flexibility to be available outside of traditional business hours.
• Capacity to work overtime as needed in this global support role.
• Excellent organizational, interpersonal, communication, and team skills.
• Strong verbal and written communication skills.
• Adapts quickly to changing priorities, identifies conflicts, and proactively suggests resolutions.
• Resourceful, detail-oriented, able to solve complex problems independently.
• Proactive; self-starter with an approachable “can do” customer service mindset and a positive attitude.
• Calm, professional, self-confident demeanor.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Exceptional organizational skills and impeccable attention to detail. Excellent judgment is essential.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to switch gears at a moment’s notice.

Preferred Qualifications:

• Bachelor’s Degree from an accredited college or university with a minimum of 5 years of experience in a fast-paced environment.
• At least 5 years of project management experience including coordinating and scheduling multiple events simultaneously preferred.

Travel:

• Must be willing to travel 10% - 50% of the time.

Language:

• Ability to read, write, speak, and understand English.

Physical Demands:

• Work Environment: 100% office.
• Must be able to lift up to 30 lbs. on occasions.
• Carrying, Walking, Pushing, Climbing, Reaching.

Working Conditions:

• Ability to work well within a cross-functional team environment and diverse communities.
• Office environment using a computer and telephone.
• May be requested to work overtime and weekends for special business-related program events.

Unical Aviation is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, age, disability, protected Veteran status, or any other characteristic protected by applicable federal, state, or local law. To view our policy, please click here: AAP Policy.

Unical Aviation participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information regarding E-Verify, please click here: E-Verify.