Executive Assistant

Direct message the job poster from Calculated Hire

Executive Administrative & Business Support Coordinator

Location: Chandler, AZ Hybrid – Onsite 3 days/week

Duration: 5–6 months

Role Overview:

We are seeking a highly experienced Executive Administrative & Business Support Coordinator to backfill a critical role supporting a senior executive. This position is one of the most important administrative roles within the organization and serves as a key member of the Business Support team.

The role provides high-level executive administrative support, business operations coordination, and location/site management across a large, fast-paced organization with thousands of direct and indirect reports. The individual will act as a trusted partner to leadership, working closely with the executive, Chief of Staff, and other administrators to ensure seamless operations.

This is a hybrid role requiring onsite presence three days per week (days flexible but coordinated with leadership schedules). Flexibility is essential due to global team support and executive travel demands.

Key Responsibilities:

Executive & Core Administrative Support (30%)

• Manage and coordinate complex executive calendars across time zones
• Draft, edit, and manage executive communications and emails
• Coordinate domestic and international executive travel, including after-hours logistics as needed
• Prepare agendas, materials, and follow-ups for leadership meetings
• Maintain organizational charts, shared files, and documentation
• Process expenses and travel reimbursements using Concur
• Provide onboarding support for new hires (I-9 coordination, seating, access, organizational setup)

Business & Operational Support (50%)

• Serve as a central point of contact for business support needs across the organization
• Coordinate quarterly leadership meetings, global town halls, and onsite events
• Support global engagement initiatives, including surveys, feedback collection, and gamification tools
• Partner with the Chief of Staff on routines, workflows, and leadership cadence
• Coordinate with internal 1099 teams and external partners
• Support Teams, Zoom, Outlook, and collaboration platforms
• Draft communications and materials on behalf of leadership
• Participate in weekly admin best-practice calls and coordination forums

Site & Location Coordination (20%)

• Act as site and location coordinator for leadership visits and events
• Manage conference room setup and readiness for executive and leadership meetings
• Coordinate office supplies and location-based orders (Arieba)
• Manage a site-level budget for office operations and events
• Coordinate onsite logistics for leadership travel, meetings, and events

Required Qualifications:

• 2–4+ years of experience in executive administrative support, business coordination, or office management
• Proven experience supporting senior executives in a fast-paced, complex organization
• Strong organizational skills with the ability to manage competing priorities independently
• Self-starter with a proactive mindset; comfortable reaching out and driving tasks to completion
• High level of professionalism, discretion, and judgment
• Experience coordinating travel (including international travel preferred)
• Strong written communication skills; experience drafting executive-level emails
• Advanced proficiency in Outlook, Teams, Zoom
• Experience with Concur and office supply platforms
• Banking or regulated-industry experience is a plus, but not required

Key Attributes for Success

• Highly organized and detail-oriented
• Flexible and adaptable to changing priorities
• Comfortable providing occasional after-hours support for global teams or events
• Confident managing logistics for senior leadership
• Strong relationship-builder with a service-oriented mindset
• Able to match the pace, professionalism, and attitude of a senior executive’s “right-hand” administrator

Mid-Senior level

Full-time

Administrative, Management, and Training