Executive Administrative Assistant

About This Role

• We are seeking a highly driven, results oriented Executive Administrative Assistant to support 2 senior APTM leader.
• This is a full time, onsite role based in Chandler, AZ.
• Role Summary This role will provide high level administrative and operational support to an executive and Sr leaders .
• The position requires strong judgment, discretion, organizational excellence, and the ability to operate effectively in a fast paced, complex environment.
• Key Responsibilities • Manage multiple executive calendars using sound judgment and strong business awareness; identify and proactively resolve conflicts while prioritizing critical meetings. • Partner closely with the broader administrative community, particularly executive level administrative professionals to coordinate complex meetings across deliverables, attendee availability, and multiple time zones. • Prepare for meetings, record accurate meeting minutes when required, and actively participate in leadership meetings by tracking deadlines, key milestones, and important events. • Coordinate extensive logistics with both internal and external organizations, representing the organization professionally at all times. • Arrange complex domestic and international travel in alignment with company travel policies. • Support customer visits, departmental and quarterly events, webcasts, recognition activities, conferences, and face to face meetings; coordinate activities across teams and functions. • Provide critical administrative support for urgent or ad hoc operational meetings, including emergency response or escalation events as needed. • Manage foundational departmental logistics, including organizational charts, distribution lists, SharePoint sites, collaboration tools, internal communications platforms, and team operational needs. • Work closely with cross functional partner organizations to support business objectives while maintaining a high degree of confidentiality, discretion, and professional judgment. • Receive, interpret, and assess the significance of information requests; take appropriate action and determine when to notify or involve leadership or staff. • In the executives absence, ensure requests for action or information are triaged and routed appropriately. • Manage multiple tasks simultaneously, adjusting priorities as business needs evolve. • Demonstrate flexibility, adaptability, and resilience in a dynamic and demanding environment; work effectively under pressure. • Exercise diplomacy, tact, and sound judgment when interacting with employees, leaders, suppliers, and external stakeholders at all levels. • Improve the efficiency of administrative processes through strong organizational practices. • Provide backup coverage for other administrative staff as needed and support onboarding, mentoring, and integration of new administrative team members. • Contribute to building a strong administrative community by sharing best practices, supporting training efforts, and reinforcing consistent procedures and expectations. • Coordinate tracking and periodic auditing of organizational workstations and PCs, maintaining accurate records and supporting compliance with operational and finance requirements • Facilitate new hire onboarding logistics by coordinating space allocation across multiple sites, ordering necessary equipmentperipherals, contributing to a welcoming and well organized onboarding experience • Collaborate with administrative andor operational staff to exchange data and information that enables budget planning and expense control • Manage the disbursement of funds and monetary awards for organization and department level recognition programs, ensuring accuracy, timeliness, and compliance with company policies Professional Attributes Capabilities Successful candidates will demonstrate • High credibility with peers and senior leaders. • Ability to accomplish work through influence rather than authority. • Strong anticipation of next steps across a broad range of activities. • Effectiveness in ambiguous situations with minimal direction. •A strong customer service mindset. • Consistent discretion in handling sensitive and confidential information. • Flexible thinking and creative problem solving skills. • Excellent project management, organizational discipline, attention to detail, and follow through.
• Behavioral Traits • Exceptional attention to quality and detail. • Highly responsive and trusted with sensitive information. • Strong teamwork and partnership mindset within an executive environment. • Flexibility in managing shifting priorities and deadlines. • Proactive approach to identifying issues and solving problems. • Clear, professional verbal and written communication skills. • Customer focused mindset with a commitment to service excellence.
• This role is not eligible for company sponsored immigration support.