Executive Assistant

Phoenix, Arizona, United States Arcadia Internal Hires

Role

Title:

Executive Assistant to the Leadership Team

Department: Operations

Reports To: Director of Operations

FLSA Status: Exempt

Salary: starting annual salary $50,000 plus benefits

The Executive Assistant (EA) exists to streamline and safeguard the effectiveness of Arcadia’s Leadership Team by managing administrative, scheduling, and coordination responsibilities that otherwise fragment senior leaders time and attention. This role is designed to remove operational friction so leaders can remain focused on strategic decision‑making, client relationships, and service‑area growth.

The EA serves as a professional, trusted extension of leadership, ensuring that internal and external interactions reflect Arcadia’s standards of quality, clarity, and care. By centralizing administrative execution and follow‑through, this role enables Arcadia to scale thoughtfully and maintain strong client relationships.

1. Leadership Time Is Maximized for Strategic Work: The EA proactively manages leadership team logistics—scheduling, travel logistics, expense processing, time tracking, and meeting coordination—so leadership time aligns with priorities and last‑minute disruptions are minimized.

2. Administrative Execution Is Accurate and On Time: Time tracking, expense management, and approvals across Harvest and Divvy/Bill Spend are completed consistently and without delay, supporting accurate reporting and financial discipline.

3. Meetings and Scheduling Reflect Professionalism: Internal and client‑facing meetings are scheduled promptly, clearly, and courteously, reinforcing Arcadia’s credibility and strengthening relationships.

4. Contract and Document Workflows Are Reliable: Client contracts and related documentation are drafted, routed, tracked, and archived efficiently, with attention to accuracy, version control, and turnaround time.

5. The EA Operates Independently with High Trust: The EA demonstrates strong judgment, prioritization, and follow‑through, requiring minimal oversight while maintaining discretion and reliability.

• Manage calendars, scheduling, and travel for assigned leadership team members
• Coordinate internal and external meetings with a high degree of professionalism
• Prepare agendas, materials, and follow‑ups for meetings as needed
• Manage leadership team Harvest time tracking
• Process and track expenses in Divvy/Bill Spend
• Support basic service‑area budget tracking as directed

• Draft, route, and archive client contracts using established templates
• Maintain accurate contract records and approval tracking
• Support document organization and operational records as needed

• Serve as a professional point of coordination for scheduling with clients and consultants
• Exercise discretion and emotional intelligence in sensitive or time‑pressured situations
• Advanced calendar, meeting and travel coordination
• Professional communication & discretion
• Emotional Intelligence and interpersonal judgement
• Time and task prioritization across multiple leaders
• Administrative accuracy and follow‑through
• Self‑management and support‑oriented mindset
• Flexible and adaptable
• Follow‑through & ownership

• Harvest time tracking and reporting
• Divvy/Bill Spend expense processing
• Teams and Outlook calendar management
• Contract templates and approval workflows
• Software fluency (Harvest, , Teams)
• Executive assistant best practices in professional services

• Maniacal about quality – highest level, expertise. Work is polished, accurate, and thoughtfully designed for internal and external stakeholders. Colleagues across the company are held to a high standard in adhering to our internal operational expectations.
• Joyful Spirit. Colleague and client interactions reflect kindness, professionalism, and goodwill.
• Ready to serve. Leaders, colleagues, and clients experience proactive, people‑centered support.

• Build understanding of leadership preferences, rhythms, and priorities
• Assume calendar and travel management for at least 2 leaders
• Begin Harvest time entry and expense categorization for leaders

• Fully manage calendars and travel for all assigned leaders
• Independently coordinate meetings, agendas, and meeting follow‑ups
• Maintain weekly Harvest/Bill Spend accuracy above 95%

• Proactively identify and solve scheduling conflicts
• Route and archive all contracts within 48 hours
• Receive 90%+ satisfaction in EA effectiveness review