TalentForge360

Our Client is a global provider of healthcare products and services that help animal health and dental surgery practices measurably reduce the total cost of ownership associated with pharmacy and supplies.

Position Overview: We are seeking a highly organized, proactive, and experienced Executive Assistant to support our CEO and a few other executives. This role requires exceptional multitasking abilities, attention to detail, and the capacity to manage sensitive and confidential information with discretion. The ideal candidate will be a master of efficiency, a problem solver, and a trusted right-hand to our executive team.

Key Responsibilities:

• Calendar Management: Coordinate and manage the CEO's calendar, including scheduling meetings, appointments, and events. Ensure all engagements are well-organized and the CEO is adequately prepared.
• Expense Management: Upload and manage receipts in Abacus, ensuring accurate and timely expense reporting.
• Travel Arrangements: Plan and coordinate travel arrangements for the CEO and select executives, including booking flights, hotels, transportation, and itineraries. Handle any travel-related issues promptly and efficiently.
• Communication: Serve as the primary point of contact between the CEO, internal staff, and external stakeholders. Manage correspondence, screen calls, and respond to inquiries as appropriate.
• Meeting Planning, Budgeting, and Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items. Research and book offsite meeting locations, hotels, and restaurant reservations.
• Document Management: Maintain and organize confidential files, records, and documents. Prepare reports, presentations, and other documents as needed. Ability to manage and track project budgets year over year.
• Office Management: Assist with office management tasks, coordinating with the office manager to ensure smooth operations and handling any office needs such as kitchen supply/food ordering, conference room scheduling, etc. Will require local travel between HQ Office and warehouse location when needed.
• Special Projects: Provide support for special projects and initiatives as directed by the CEO and executive team. This includes creation and management of project boards using Monday, Excel or other tools as directed by Executive Leadership.
• Relationship Management: Build and maintain positive relationships with clients, partners, and other stakeholders.
• Event Coordination: Assist with all employee/HQ based event planning and coordination such as researching locations, requesting quotes, arranging meals, decorating/setting up the space, greeting guests. Managing expenses for all events to ensure budgetary guidelines are met and achieved.
• Swag and Employee Gifting: Help manage, order and distribute employee onboarding kits, packing and mailing of swag items to the field based team.

Qualifications:

• Experience: Minimum of 5 years of experience as an Executive Assistant, preferably supporting C-level executives.
• Education: Bachelor's degree in Business Administration, Management, or a related field is preferred.
• Skills:
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with expense management software, preferably Abacus.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong problem-solving skills.
  • Exceptional attention to detail and accuracy.
  • Creative and willing to provide ideas that benefit the team culture.
  • Ability to work independently and prioritize tasks effectively.

Personal Attributes:

• High level of professionalism and integrity.
• Strong interpersonal skills and the ability to work effectively with diverse groups.
• Proactive and resourceful with a positive attitude.
• Ability to thrive in a fast-paced, dynamic environment.

Requirements:

• 8 am - 5 pm in Scottsdale Headquarters office.
• Evening and/or weekend availability 2-3 times/year when assisting with local event or meeting coordination.

Location: Scottsdale, AZ

Benefits:

• Open PTO; including 9 observed holidays.
• Medical, dental, and vision insurance are progressively paid by the company. Free after year 3.
• Health Savings Account
• Flexible Spending Accounts; Health Care and Dependent Care.
• 401K with generous company contribution- Safe Harbor Contribution
• Company paid long-term disability and life insurance
• Employee Assistance Program
• United Pet Care pet coverage
• Gym membership stipend

Salary: $75-$85k Per Year DOE (Exempt Salary Position)