Executive Assistant, C Suite; Hybrid in Phoenix, AZ

Executive Assistant, C Suite (Hybrid in Phoenix, AZ)

3 days ago Be among the first 25 applicants

Salary Range: $47,000.00 To $70,000.00 Annually

Position Summary

Under the supervision of the President and CEO, the Executive Assistant is a hybrid role working out of the corporate office providing support to the CEO, Board of Directors and Executive Team. The Executive Assistant is responsible for acting with little supervision, anticipating needs, and managing the day-to-day workflow and prioritizing various projects. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the All Thrive 365 Management team.

The position also serves as a liaison to the board of directors and senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial, mission‑driven, results‑driven, and community‑oriented environment. The Executive Assistant will work independently and with teams on projects, from inception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

The successful candidate will be a highly trusted, organized individual who exercises a great deal of discretion, and has exceptional interpersonal and multi‑tasking skills.

Essential Functions: % of Time

Administrative Duties 100%

• Communicates directly, and on behalf of the President and CEO, with Board members, donors, All Thrive 365 staff, and others on matters related to CEO's organizational initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Handles phone, email, and postal inquiries and responds appropriately.
• Maintains corporate records, licenses and agreements for all entities, ensuring all vested departments are kept apprised of the status.
• Serves as the liaison to the Board of Directors, maintaining discretion and confidentiality in relationships with all board members.
• Drafts and edits correspondences, articles, reports and presentations; transcribes meeting notes/minutes.
• Arranges facilities for all CEO and Executive hosted meetings, assures proper meeting environment, includes technology set‑up, refreshments, availability of materials and clean‑up of conference rooms.
• Assists with purchasing and maintaining supplies for the office.
• Manages tasks to support the work of All Thrive 365 programs and operations and overall mission.
• Compiles materials for Annual Reports and various questionnaires, ensuring complete inclusion of materials.
• Works with Corporate Officers to delineate a segregation of duties in support of the Governing Board.
• Plays a key role in the planning and organization of company‑wide events (All Hands Meetings, offsite events).
• Supports outreach and community development activities, including assisting the coordination of community and fundraising events, serves as an agency representative at community networking functions when needed.
• Partners with Senior Leadership Team (SLT) for various reports, data, information and requests on behalf of President & CEO. Creates and maintains spreadsheets for leadership (KPIs; goals; documents, forms, PowerPoint presentations and correspondence for executive use and distribution).
• Supports Mission Advancement and Program Staff regarding submission of governmental grants and contracts for the organization.
• Coordinates the process and preparation of government grant and contract reports as required by the granting organization.
• Manages and coordinates the Listen for Good/client satisfaction survey, reporting and action plan process.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Manages Executive Leadership Team’s Outlook calendars. Prioritizes meeting requests while…