Description
Job Title: Executive AssistantLocation: 501 W. Ray Rd. Ste 1-2 Chandler, AZ 85225Reports To: CEOJob Setting: 1099 Contractor / Part Time 15-20 Hours Per Week
Job Overview: The Executive Assistant will provide comprehensive administrative and operational support to the CEO. The role involves managing day-to-day tasks, coordinating communication between departments, and ensuring the efficient operation of the CEO’s office. This position requires excellent organizational skills, the ability to multitask, and a proactive approach to problem-solving.
Daily Tasks:
Manage and update the CEO’s daily calendar and meetings.Send the CEO daily meeting schedules via Google Chat.Check in with the Admin/Support team and provide necessary support as requested by team members.Sort and delegate CEO’s emails.Send follow-up emails to the admin team or collaboration partners.Follow up on due administrative deliverables.Provide daily email summaries to the CEO via Google Chat.
Weekly Tasks:
Attend a weekly check-in meeting with the CEO.Manage the CEO’s to-do list and send reminders.Prepare and send out meeting agendas.Prepare slides and presentations for the weekly admin meetings.Attend and participate in weekly admin meetings.Take notes during weekly admin meetings.Create weekly newsletter for staff
Monthly Tasks:
Send out announcements on behalf of upper management/CEO via email and Workplace.Assist with marketing materials, such as creating flyers using Canva.Create monthly newsletter for parentsServe as a member of the culture committeeFollow up on invoices as needed
Bi-Monthly Tasks:
Attend bi-monthly staff meetings.
As-Needed Tasks:
Schedule patient evaluation appointments as directed by the Clinical Director.Provide general office support, including typing, dictation, and spreadsheet creation.Send out calendar meeting invites to CASA staff or partners.Coordinate with upper management on select projects.Update the master calendar for all staff events and meetings.Arrange and coordinate travel for the CEO.Assist with planning summer camp.Serve as direct contact for interns
Qualifications:
Proven experience as an executive assistant or other relevant administrative support experience.Proficient in Google Suite (Google Calendar, Google Chat, Google Drive, etc.).Strong organizational and time management skills.Ability to multitask and prioritize tasks effectively.Excellent verbal and written communication skills.Familiarity with workplace communication platforms such as Workplace and Canva.Experience with scheduling and calendar management.
Preferred Skills:
Ability to manage multiple projects and meet deadlines.Familiarity with healthcare or clinical scheduling software (e.g., SpokeChoice).Familiarity with Google WorkspaceExperience in coordinating travel arrangements.
