Arizona Pharmacy Alliance Inc

Executive Assistant Job at Arizona Pharmacy Alliance Inc in Tempe

Arizona Pharmacy Alliance Inc, Tempe, AZ, United States, 85285

Job Description

Job Summary:

The Executive Assistant to the CEO is a high-profile, high-impact role critical to the success of AzPA’s strategic initiatives. This position serves as the primary point of contact for internal and external stakeholders on matters related to the CEO, ensuring smooth communication, efficient operations, and proactive problem-solving. The ideal candidate will possess exceptional organizational skills, emotional intelligence, and the ability to handle confidential information with discretion. This role requires adaptability, strong decision-making capabilities, and the ability to manage multiple priorities under tight deadlines.

Responsibilities:
1. Executive Support

Manage the CEO's general mailbox, calendar, scheduling, and travel arrangements to optimize time management and ensure preparedness for meetings.
Handle all correspondence, including calls, emails, and communications, with tact and professionalism.
Coordinate and organize conference registrations, meeting agendas, minutes, and expense reports.
Provide leadership in maintaining relationships with board members, stakeholders, and key partners.
Research and prioritize sensitive issues, determining appropriate action or responses as needed.
Lead and manage special projects that align with the organization’s goals and strategic plan.

2. Board Relations & Governance

Assist with board meeting logistics, including preparation of agendas, minutes, and board packets.
Coordinate board events, dinners, and meetings, ensuring flawless execution and positive experiences for all attendees.
Manage the invitation, RSVP processes, and travel arrangements for board members.
Prepare and distribute board action summaries and updates to committee chairs and task forces.

3. Event Coordination

Organize schedules and logistics for AzPA’s annual meetings and events, including staff and board participation.
Oversee special projects related to event planning and VIP engagements.

4. Project Support

As directed, organize and project manage items as requested by CEO.
Manage the organization of materials required for Arizona Pharmacy Foundation as requested by CEO.

Qualifications

Deep understanding of, and experience with, the use of technology for organization, efficiency, and streamlining processes
Demonstrated experience with stakeholder management and relationship building, preferred
Strong verbal and written communication skills, with the ability to clearly articulate goals and deliverables to diverse audiences
High school diploma or GED, required
Bachelor’s degree, highly desired
Minimum of 3 years of combined experience in either: project management, executive/administrative assistance, marketing/communications roles
Experience with Microsoft Office, and some sort of to-do tracking (e.g. Trello, etc.), highly desired.

Work Environment:
Hybrid work structure with occasional travel required for conferences, events, and executive support in meetings. Some evening or weekend availability may be necessary to meet project deliverables.