Executive Assistant Job at Activator Methods International, in Phoenix

Position Overview:

Activator Methods International is seeking a proactive and highly organized Part-Time Executive Assistant to provide dedicated support to our leadership team. This role requires exceptional attention to detail, strong communication skills, and the ability to maintain professionalism in a dynamic environment.

Part-Time Schedule:
Tuesday - Thursday, 7:00 AM - 4:00 PM

Key Responsibilities

Executive Schedule Management

• Coordinate and strategically manage executive calendars, ensuring top priorities are addressed.
• Arrange complex travel plans, including itineraries, accommodations, and pre-meeting preparations.

Records Management

• Serve as the organization's Records Custodian, ensuring accurate documentation and compliance with internal recordkeeping policies.
• Maintain and organize company records, including both digital and physical files.
• Oversee the management and documentation of intellectual property, including patents, copyrights, and trademarks.
• Ensure adherence to document retention schedules and compliance with legal and regulatory requirements.
• Handle sensitive information with discretion and professionalism.

Communication & Correspondence

• Act as the primary point of contact for executives, managing calls, prioritizing emails, and handling inquiries.
• Draft and prepare professional correspondence on behalf of the executive team.
• Organize and oversee the review and management of contracts.
• Administer and maintain Continuing Education certifications.

Confidential Administrative Support

• Handle sensitive information with the highest level of confidentiality and discretion.
• Prepare detailed reports, manage financial records, and create presentations for executive meetings.

Oversight & Supervision

• Provide guidance and supervision to administrative staff, fostering collaboration and alignment with company objectives.

High-Level Project Coordination

• Lead and manage special projects, ensuring alignment with executive priorities and timelines.
• Collaborate with internal teams to streamline workflows and maintain project efficiency.

Qualifications

• Demonstrated experience in executive-level assistance or senior administrative support.
• Advanced organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Outlook, PowerPoint, Adobe Suite, and other relevant tools.
• Ability to thrive in a fast-paced environment and adapt to evolving priorities.

Benefits

While this is a part-time position, Activator Methods International values the contributions of all team members. We provide legally mandated benefits, ensuring compliance with applicable regulations. This role is a great fit for those seeking a flexible schedule, a collaborative work environment, and the opportunity to work closely with a dynamic leadership team.