Executive Assistant Job at OpenTech Alliance in Phoenix

The Executive Assistant plays a critical role in supporting the C Suite executive team by managing administrative tasks, coordinating travel and events, handling expenses, working on special projects and ensuring smooth day-to-day operations. This role demands a highly organized, accountable professional who can make and keep commitments while embodying the company’s culture of excellence and accountability. The Executive Assistant will have access to confidential communications which must be kept confidential. OpenTech is a global company so the Executive Admin will communicate and coordinate activities globally.

Essential Job Functions:

Executive Administrative Support

• Manage calendars, schedule meetings, and organize conference calls across time zones
• Coordinate internal and external communications on behalf of the executive team.
• Greets guests, customers, vendors, clients, and job candidates and connects them with the appropriate party
• Prepare, proofread, and format presentations, reports, and other professional documents.
• Prioritize and manage tasks for the CEO and CFO to meet deadlines and organizational goals.

Travel and Event Coordination

• Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Organize executive offsite meetings, team events, and client functions, ensuring logistical excellence.
• Manage schedules for event speakers, attendees, and venues.

Expense Management

• Prepare, submit, and track expense reports on behalf of executives.
• Reconcile credit card transactions and ensure timely approvals of expense reimbursements.
• Monitor and maintain budgets for events and travel.

Operational and Project Support

• Act as a liaison between executives and internal departments.
• Facilitate special projects, including research and preparation of deliverables.
• Monitor task progress to ensure alignment with company priorities.
• Handle sensitive and confidential information with discretion.

Office Organization and Support

• Manage office supplies and executive areas to promote productivity.
• Assist with creating and maintaining filing systems (both digital and physical).
• Coordinate deliveries, couriers, and vendors as needed.

Qualifications and Skills

• Education: Bachelor’s degree preferred, or equivalent work experience.
• Experience: Minimum of 5 years in an Executive Assistant, Administrative Assistant, or similar role supporting senior leadership.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Teams, SharePoint, Outlook, Word, Excel, PowerPoint).
• Familiarity with travel booking systems and expense management software.
• Ability to quickly learn new tools and technology platforms.

Characteristics:

Accountable, a self-starter who works well independently and collaboratively to meet commitments

Maintain the highest level of confidentiality and exercise discretion in handling sensitive information

Exceptional organizational and time management abilities.

Excellent written and verbal communication skills.

Ability to multitask and prioritize in a fast-paced environment.

Organized, with attention to detail and the ability to prioritize tasks

Empathetic, a good listener with a desire to help others succeed

Flexible and able to operate effectively in a culture of change

Positive, with a can-do attitude and willingness to put in effort to meet goals

Lifelong learner, open to new information and processes

Professional, looking for a long-term career and not just a job

Confident, welcoming of new ideas and feedback, and willing to contribute

Responsible, understanding the role is critical to company success