Executive Assistant to the CEO

Executive Assistant to the CEO Safe Haven Defense US LLC Scottsdale, AZ Job Details Full-time $90,000 - $100,000 a year 1 day ago Benefits Health savings account Disability insurance Dental insurance Flexible spending account Paid time off Parental leave Employee assistance program Vision insurance Employee discount Life insurance Paid sick time Qualifications Record keeping Computer operation Spanish Google Workspace 7 years Microsoft Excel Phone communication Inventory management Event coordination DocuSign Computer literacy Bachelor's degree in business Filing Project coordination Project timeline management Executive administrative support English Transcription Bachelor's degree QuickBooks Data entry Organizational skills Multi-line phone systems Clerical experience Productivity software Office management Managing executive calendars Proofreading Senior level Business Travel scheduling Communication skills Marketing Client interaction via phone calls Excel data analysis Full Job Description Safe Haven Defense US (SHDUS) is the fastest-growing, branded provider of security systems designed to protect life and preserve property. SHDUS was founded in 2018 and dedicated to providing safety solutions to protect the community. We are seeking a dynamic and highly organized Executive Assistant to support our CEO in driving the company's strategic initiatives and daily operations. This energized role demands a proactive professional who excels in managing complex schedules, coordinating projects, and providing top-tier administrative support. The ideal candidate will be a detail-oriented multitasker with exceptional bilingual communication skills, ready to streamline executive workflows and ensure seamless executive and office management. Join us to be an essential support to our leadership team and contribute your talents toward meaningful impact every day! Your energy-driven approach will help propel our organization forward while ensuring the CEO's day-to-day operations run smoothly with efficiency and professionalism. Duties Manage and maintain the CEO's calendar, including scheduling meetings, appointments, and travel arrangements using Microsoft Outlook Calendar and Google Workspace. Prepare, proofread, and transcribe correspondence, reports, presentations, and meeting notes with precision and clarity. Coordinate multiple projects by tracking deadlines, organizing materials, and liaising with internal teams to ensure timely completion. Handle all aspects of office management such as filing, data entry, bookkeeping using QuickBooks, and maintaining organized records. Act as the first point of contact for the company phone systems; demonstrate excellent phone etiquette when communicating with clients, vendors, and team members. Assist with event planning for company meetings, conferences, and special events from logistics to execution. Support personal tasks for the CEO, including personal scheduling, errands, and confidential matters with discretion. Utilize Microsoft Office Suite (Word, Excel, PowerPoint) for document creation and data analysis; perform proofreading to ensure accuracy. Manage incoming emails and correspondence efficiently; prioritize urgent matters for immediate attention. Act as the first point of contact for the company phone systems; demonstrate excellent phone etiquette when communicating with clients, vendors, and team members. Facilitate office operations by overseeing supplies inventory, coordinating maintenance requests, and supporting front desk activities as needed. Experience 7-10 years of experience as an executive assistant or in a similar administrative support role supporting multiple C-level executives is required. Project coordination, marketing, and data analyst experience required Bachelors degree in a Business field is required. Excellent written and verbal communication skills in English and Spanish; proficient in phone etiquette and professional correspondence. Expert-level skills in calendar management tools, including Microsoft Office Suite and Adept at using computer literacy tools such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace apps, DocuSign for document signing processes, and multi-line phone systems. Demonstrated expertise in office management tasks such as filing systems, data entry, bookkeeping (QuickBooks preferred), and clerical responsibilities. Strong organizational skills with the ability to multitask effectively in a fast-paced environment. Experience coordinating events or meetings from planning through execution. Familiarity with transcription services and proofreading documents for accuracy.

Physical Requirements:

Prolonged periods sitting at a desk and working on a computer for 2-8 hours per day. Hearing and speaking ability sufficient to carry on a conversation with another individual (or groups of individuals) in person, over the telephone, and virtual video communication applications. Visual ability sufficient to read and produce printed material and information displayed on a computer screen. Must be able to lift up to 15 pounds at times. Benefits Medical insurance (75% company paid) Dental insurance (75% company paid) Vision insurance (75% company paid) Employee assistance program Employee discount Flexible spending account Health savings account Life insurance (Basic 100% company paid) Short-Term Disability (100% company paid) Long-Term Disability Paid time off, Paid Sick Time, Bereavement Parental leave Critical Illness Hospital Indemnity Accident And more! Equal Opportunity Employer Safe Haven Defense is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where all individuals are respected and supported.