Phoenix, Arizona |

Full-TimeSalary:

$48,000-$54,000 annually, depending on experienceBenefits Included I am seeking an experienced, highly organized, proactive, and dependable Executive & Personal Assistant to provide direct support to a busy CEO/business owner managing multiple businesses, properties, investments, projects, and personal responsibilities. This is not an entry-level administrative position. I need someone who can think ahead, anticipate needs, stay several steps ahead, protect my time, organize a large amount of information, and take responsibility for getting things completed. Most importantly, I need someone who closes the loop. When something is assigned, I should not have to continuously ask for an update. The right person will know what is pending, what has been completed, who needs to be contacted, when follow-up is required, and what needs my attention.

KEY RESPONSIBILITIES

Executive Support Manage a busy executive calendar, meetings, appointments, calls, and reminders Maintain a daily and weekly priority list Keep track of commitments, deadlines, follow-ups, and outstanding matters Prepare information and documents needed for meetings, calls, and appointments Take notes and turn conversations into clear action items Follow up on delegated items until completion Remind me of important deadlines and commitments before they become urgent Help prioritize competing demands on my time Keep important matters organized and moving without requiring constant direction Email & Communication Monitor, organize, and prioritize business correspondence Identify urgent and time-sensitive matters Draft professional emails, letters, responses, and follow-ups Maintain organized correspondence and documentation Communicate professionally with attorneys, contractors, vendors, healthcare professionals, business partners, employees, consultants, and other contacts Track unanswered correspondence and follow up appropriately Ensure important communications receive timely responses Provide concise summaries when I need to quickly understand an issue or make a decision Business & Project Coordination Assist with multiple businesses, properties, and projects simultaneously Maintain organized electronic files, contracts, correspondence, proposals, invoices, and important documents Track business projects, contracts, credentialing matters, real estate and construction projects, vendor matters, and other executive priorities Coordinate meetings and communication among multiple parties Obtain quotes and proposals and organize them for review Conduct research and compare options when needed Maintain project trackers showing outstanding items, responsible parties, deadlines, and next steps Follow up with vendors, contractors, professionals, and other parties until matters are resolved Identify delays or problems and bring them to my attention before they become larger issues Assist with special projects and new initiatives as needed Personal Assistant Responsibilities This position will also assist with personal responsibilities when needed, including: Personal appointments and scheduling Travel arrangements, flights, hotels, transportation, and itineraries Reservations and event coordination Household and property-related matters Personal errands and administrative tasks Family scheduling and coordination when requested Researching purchases, services, travel, properties, and vendors Helping organize personal projects and important dates

WHAT I AM LOOKING FOR I

need someone who is: Extremely organized Proactive rather than reactive Dependable and punctual Detail-oriented Resourceful and solution-oriented Excellent at follow-through Comfortable managing many moving pieces at once Able to determine what is urgent versus what can wait Able to work independently without constant supervision Comfortable communicating with executives and professionals Excellent with written and verbal communication Able to maintain confidentiality and discretion Comfortable receiving feedback and adjusting quickly Calm and professional in a fast-moving environment Technologically capable and willing to learn new systems Strong with email, calendars, Microsoft Office, Word, Excel, PDFs, cloud-based files, and online research

THE MOST IMPORTANT PART OF THIS JOB

You must be able to close loops. If I give you something to handle, I should not have to repeatedly ask: "What happened with that?" If someone doesn't respond, follow up. If an appointment needs to be scheduled, get it scheduled. If we're waiting on a proposal, follow up on the proposal. If a deadline is approaching, remind me before the deadline. If something is missing, figure out how to obtain it. If you encounter a problem, don't simply bring me the problem — whenever possible, bring me potential solutions. If something requires my decision, organize the information so I can make that decision quickly. I am looking for someone who makes my day more organized, productive, and efficient, not someone whose responsibilities I have to constantly remember and manage.

QUALIFICATIONS

Previous experience as an Executive Assistant, Personal Assistant, Senior Administrative Assistant, Office Manager, Project Coordinator, or similar role Executive-level support experience strongly preferred Experience supporting an entrepreneur, CEO, business owner, or individual overseeing multiple businesses is a major plus Excellent written and verbal communication skills Strong organizational and time-management skills Professional phone and email etiquette Strong computer skills Ability to handle confidential business and personal information Valid driver's license and reliable transportation Ability to work in the Phoenix area Flexibility when occasional time-sensitive matters arise

COMPENSATION & BENEFITS

Salary Range:

$48,000-$54,000 annually, depending on experience and qualifications Benefits included. This is a full-time, long-term opportunity for the right person.

TO APPLY

Please submit: Your résumé A brief introduction about yourself Your Executive Assistant/Personal Assistant experience An example of how you have successfully managed multiple competing priorities for an executive or business owner Your current availability Your desired compensation Please do not apply if you require constant direction or reminders to complete routine responsibilities. I am looking for a professional who takes pride in being the person behind the scenes who keeps things organized, moving, followed up on, and completed.

Pay:

$48,000.00 - $54,000.00 per year

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

Hybrid remote in Phoenix, AZ 85085