Executive Assistant

Executive Assistant EPIC International - 3.1 Scottsdale, AZ Job Details Full-time 20 hours ago Benefits Health insurance Dental insurance Paid time off Opportunities for advancement Qualifications Google Workspace Teamwork Confidential information handling Microsoft Outlook Executive administrative support Collaborative technology platforms Office management Full Job Description About EPIC International EPIC International is a global meeting, incentive travel, and event management agency specializing in creating extraordinary experiences for corporate clients around the world. Our team delivers high-impact meetings, conferences, incentive trips, and strategic events through exceptional service, creativity, and flawless execution. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Operating Officer, President & Founder, and Vice President of Sales & Marketing. This role serves as a critical member of the leadership support team, helping ensure organizational efficiency, seamless communication, and successful execution of company initiatives. Position Overview The Executive Assistant will provide high-level administrative and operational support to EPIC's executive leadership team. This individual will manage calendars, travel, meetings, communications, special projects, and company initiatives while serving as a trusted partner to leadership. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and anticipates needs before they arise. In addition to executive support responsibilities, this role will assist with a small number of VIP client trips throughout the year, helping coordinate personalized travel experiences and logistics. Primary Areas of Responsibility Executive & Calendar Management Manage complex calendars for the COO, President & Founder, and VP of Sales & Marketing Schedule internal and external meetings across multiple time zones Coordinate leadership availability and prioritize competing requests Manage meeting logistics, agendas, materials, and follow-up item Track deadlines, action items, and executive priorities Assist with executive expense reporting and administrative support Prepare executives for meetings through briefing documents and organization of materials Track deadlines, action items, and executive priorities Assist with executive expense reporting and administrative support Prepare executives for meetings through briefing documents and organization of materials Travel & Event Coordination Coordinate domestic and international travel arrangements for executives Manage flight, hotel, transportation, and itinerary logistics Prepare detailed travel itineraries and executive briefing documents Assist with site inspections, client meetings, conferences, and company events Support executive attendance at industry conferences and networking events Coordinate occasional personal travel and scheduling requests as needed Assist with planning and coordination of select VIP client trips throughout the year Research and coordinate hotel accommodations, transportation, dining reservations, activities, and itinerary details for VIP travelers Prepare personalized travel itineraries and supporting travel documents Communicate with hotels, vendors, and destination partners to ensure a seamless travel experience Support special requests and concierge-style arrangements as needed Travel & Event Coordination Coordinate domestic and international travel arrangements for executives Manage flight, hotel, transportation, and itinerary logistics Prepare detailed travel itineraries and executive briefing documents Assist with site inspections, client meetings, conferences, and company events Support executive attendance at industry conferences and networking events Coordinate occasional personal travel and scheduling requests as needed Assist with planning and coordination of select VIP client trips throughout the year Research and coordinate hotel accommodations, transportation, dining reservations, activities, and itinerary details for VIP travelers Prepare personalized travel itineraries and supporting travel documents Communicate with hotels, vendors, and destination partners to ensure a seamless travel experience Support special requests and concierge-style arrangements as needed Communication & Administrative Support Draft, edit, and proofread professional correspondence, presentations, and internal communications Monitor and prioritize incoming communications when requested Serve as a liaison between leadership, clients, vendors, and internal teams Maintain confidential records and sensitive information Prepare meeting summaries, notes, and action-item tracking Support executive reporting and presentation preparation Assist with company-wide communications and announcements as needed Project Management & Operations Support Assist with special projects and strategic initiatives across the organization Track project timelines, deliverables, and executive requests Support leadership meetings and company-wide initiatives Help coordinate team meetings, trainings, and internal events Organize company documents, files, and operational resources Identify opportunities to improve administrative processes and efficiency Assist with vendor coordination and operational logistics as assigned Leadership Team Support Provide day-to-day support for the COO, President & Founder, and VP of Sales & Marketing Anticipate executive needs and proactively solve problems Assist with confidential business matters and leadership projects Help manage priorities across multiple departments and stakeholders Support business development initiatives and client-facing activities as needed Act as a trusted partner to leadership and help maintain smooth day-to-day operations Qualifications 3+ years of Executive Assistant, Administrative Assistant, Office Manager, or similar experience Experience supporting multiple executives simultaneously preferred Exceptional organizational and time management skills Strong written and verbal communication abilities High level of professionalism, discretion, and confidentiality Ability to prioritize and adapt in a fast-paced environment Strong attention to detail and follow-through Proficiency with Microsoft Office, Outlook, PowerPoint, Teams, and Google Workspace Comfortable learning and utilizing new technology platforms Self-motivated with the ability to work independently Strong problem-solving skills and ability to anticipate needs Preferred Experience Executive support within a professional services, hospitality, events, travel, or agency environment Experience coordinating executive travel and meeting logistics Project management experience Familiarity with CRM systems, Cvent, or event management platforms Experience utilizing AI productivity tools such as ChatGPT and Claude Experience supporting business owners, founders, or senior leadership teams Luxury travel, hospitality, or concierge experience is a plus What Success Looks Like Leadership calendars and priorities run efficiently Travel and meeting logistics are flawlessly coordinated Executive communications are timely, professional, and organized Special projects move forward without constant oversight Leadership team members can focus on strategic initiatives knowing operational details are handled VIP travelers receive a seamless, high-touch experience Why Join EPIC? Work directly alongside company leadership Gain exposure to a dynamic and growing business Participate in world-class meetings, events, and incentive travel programs Collaborative and entrepreneurial company culture Opportunities for professional growth and advancement Hybrid work environment with flexibility Competitive compensation and bonus opportunities If you are a highly organized professional who enjoys supporting executives, solving problems, coordinating travel, and helping a fast-moving organization operate at its best, we'd love to hear from you.

Benefits:

Dental insurance Health insurance Paid time off

Work Location:

Hybrid remote in Scottsdale, AZ 85254