Executive Assistant

Locations

Paradise Valley, AZ 85253, USA

Summary

Provides administrative services at the corporate office to the Chief Operating Officer and Chief Investment Officer. Clerical duties may be assigned in accordance with establishment office procedures and may include a combination of managing email accounts and calendars, filing, creating reports, etc.

Essential Duties and Responsibilities include the following:

• Answers and responds to phone calls and communicates messages when necessary.
• Manages travel and expense reports.
• Manages communication by drafting, reviewing, and sending internal and external written communications; and liaising with internal team members and external constituencies (including, for example, executives, peers, and vendors) on various projects and tasks.
• Updates company and departmental SharePoint pages to reflect updated activities, policies, news, upcoming events, etc.
• Assists in management of Bloom Growth Entrepreneurial Operating System (EOS) software, including running software during applicable meetings, documenting meeting activities, and updating Bloom Growth accountability chart and company/team priorities.
• Gathers information, prepares reports and presentations using Excel, Word, Power Point, Adobe and other software products. Must have strong working knowledge of these programs and the ability/aptitude to quickly learn new software products.
• Provides assistance with corporate events.
• Works closely with the COO and CIO to inform/remind them of upcoming commitments and responsibilities. Anticipates COO’s and CIO’s needs in advance of meetings, conferences, etc.
• Manages Outlook email accounts for COO and/or CIO by prioritizing messages for executives and responding when necessary.
• Tracks action items and follows up on outstanding tasks to ensure timely completion.
• Exercises discretion and judgment to keep proprietary business information, data, transactions, and correspondence confidential.
• Utilize AI to conduct research, enhance and streamline processes, etc.
• Assist/provide support to other team members reporting to the COO and CIO when required. Includes willingness to provide administrative assistance and/or take on one-time and recurring special projects.
• Prepares conference rooms for meetings, including setting up applicable technology, ensuring required supplies are present, and providing refreshments.
• All other duties as assigned.

Must hold a valid driver's license and have reliable transportation for travel to and from work, as well as, running errands, as needed.

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Collects and researches data.
Problem Solving - Identifies and resolves problems in a timely manner;
Gathers and analyzes information skillfully.
Written Communication - Writes clearly and informatively;
Edits work for spelling and grammar;
Varies writing style to meet needs;
Presents numerical data effectively;
Able to read and interpret written information.
Organizational Support - Follows policies and procedures;
Completes administrative tasks correctly and on time;
Supports organization's goals and values.
Adaptability - Adapts to changes in the work environment;
Manages competing demands;
Changes approach or method to best fit the situation;
Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time;
Ensures work responsibilities are covered when absent;
Arrives at meetings and appointments on time.

Supervisory Responsibilities

No Supervisory Responsibilities

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular attendance at work is an essential function for the employee to complete daily tasks at the property site as well as interaction with prospective clients, vendors, residents, and employees on a daily basis

Physical Demands

Employee is regularly required to sit;
Use hands to…