Executive Assistant - Project Coordinator Sr. - SCF Arizona (Phoenix, AZ) in Phoenix, Arizona For Sale

CopperPoint is seeking qualified candidates to perform advanced, diversified and confidential administrative support and administrative duties requiring broad and comprehensive Executive Assistant experience. This position will: Manage external contacts, proactively understanding who they are, which are priority contacts and keeping track of periodic communications needed for priority contacts. Anticipate the Executive's needs and proactively bring together appropriate people and resources to support the executive in addressing issues. Manage their daily schedule, ensuring that the Executive knows their schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary. Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, agendas and necessary contacts, meeting materials, and other necessary preparations. Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events. Act as the Executive Officer or Officer's representative and ambassador to external constituents as directed. Assists in daily coordination of projects including preparing and maintaining project plans, budgets, and staffing requirements; tracks progress and identifies/resolves obstacles; maintains all associated project documents; communicates with internal and external clients; and may direct and lead the work of others. Handle confidential information in a professional and discreet manner. Prepare correspondence, memoranda, reports, and other complex documents. Initiates routine and some non-routine correspondence and memoranda; screens telephone calls and visitors, and resolves routine and complex inquiries; schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements; prepares and distributes minutes of meetings. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. Fulfill tasks as assigned on the monthly duty roster associated with the operations of the 14th floor and the CPM Tower Executive Suites in coordination with working cooperatively with others. Provide executive administrative support and back-up of other's assigned Executives. Collaborate with others to ensure that executive operations meet Executive, leaders and customer needs. This may require flexibility, the ability to multi-task and shift priorities as needed. Ensures assigned backups are fully cross-trained to fulfill your responsibilities in your absence. Participates in monthly EA meetings. Leads and conducts the meetings as assigned. May be required to develop and maintain a duty roster and/or approve employee time sheets. Manages effective contacts and relationships with Board and Committee Members, including arranging travel arrangements, expense reimbursements, and board meeting logistics, and acting as a first point of contact for Board and Committee Member queries. Acts as the lead in preparation for Board and Committee Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable for board/committee material preparation, producing a final draft of the Board & Committee Book, and producing accurate meeting minutes for each meeting. Mentor: Act as mentor of other Executive Assistants including training and assignment of tasks as directed. Qualifications: Minimum 8-10 years or equivalent work-related experience supporting C-level Executives and experience working with Senior Executives and/or Board of Directors. Senior level skills and experience in generating business reports and proposals and/or make formal presentations to Project Manager or other Executive Staff. Senior level project experience to successfully oversee assigned project logistical tasks of varying complexity. Extensive experience in administrative preparation of Board & Committee presentations. Demonstrated ability to handle confidential information appropriately. Senior level skills in time management to effectively schedule activities and ensure time constraint compliance. Prior successful experience in exercising good judgment to plan and accomplish goals. Senior level adaptability to work in an environment with multiple priorities and tight deadlines. Senior level proof reading and editing skills. Senior level efficiency in the use of standard office equipment such as PBX telephone systems; personal computer and associated software (Microsoft Office Word, PowerPoint, Excel, Project, Visio) and internet skills. Ability to communicate effectively with all levels of employees and outside contacts. Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly changing environment. Senior level organizational skills to ensure a highly efficient filing and retrieval system. Ability to provide after hour and flexible support. Senior level communication skills, both verbally and in written form, to write business reports & proposals and/or make formal presentations to Managers and/or the Executive Staff.
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