Executive Administrative Assistant Job at Unical Aviation, Inc. in Glendale

Position Summary:

Reporting to the Chief Executive Officer, position is in Phoenix, 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.