Executive Assistant

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Full Time-Exempt Phoenix, AZ, US 1 Attachments

2 days ago Requisition

Salary Range: $53,000.00 To $58,000.00 Annually

JOB SUMMARY:

Provides comprehensive executive support to the Chief Executive Officer (CEO) of the Phoenix Indian Center, Inc. (PIC), an organization with a local, regional, and national presence. Serves as a key point of contact for internal and external communication on matters pertaining to the CEO and the CEO's Office. This dynamic position requires exceptional organizational skills, sound judgment, discretion, initiative, and the ability to anticipate needs and proactively identify solutions.

The Executive Assistant serves as a trusted partner to the CEO by managing the flow of information, coordinating priorities, preparing the CEO for meetings and engagements, tracking commitments and follow-up, and ensuring that important matters move forward. The Executive Assistant also provides administrative and executive support to the PIC Board of Directors and Executive Team and supports organizational initiatives, including Development activities, donor communications, special projects, and the Phoenix Indian Center's annual Silver & Turquoise Ball, the organization's major fall fundraiser.

MAJOR FUNCTIONS:

Executive Support & CEO Office Management

• Manages the CEO's complex and dynamic calendar, travel arrangements, correspondence, expense reports, meetings, and other administrative responsibilities.
• Prepares the CEO for internal and external meetings, speaking engagements, conferences, and community activities by coordinating agendas, briefing materials, presentations, background information, and other necessary documents.
• Maintains systems to track CEO priorities, commitments, action items, deadlines, and follow-up, ensuring important matters are completed in a timely manner.
• Anticipates the CEO's needs, proactively identifies potential issues or conflicts, and uses sound judgment to determine what can be handled independently and what requires CEO attention.
• Serves as a key point of contact for the CEO's Office and manages access to the CEO with professionalism, responsiveness, and discretion.

Communication & Relationship Management

• Communicates directly and professionally on behalf of the CEO with Board members, donors, funders, tribal leaders, elected officials, corporate and community partners, staff, vendors, and other stakeholders.
• Drafts, edits, proofreads, and prepares correspondence, acknowledgments, presentations, reports, and other communications on behalf of the CEO.
• Follows up on contacts, commitments, and requests made by the CEO and supports the cultivation and maintenance of ongoing relationships.
• Facilitates effective communication between the CEO's Office, Executive Team, staff, and organizational service areas.

Board of Directors Support

• Provides executive and administrative support to the CEO in matters related to the Board of Directors, including meeting scheduling, agendas, materials, logistics, and follow-up.
• Maintains official Board records, calendars, contact information, committee assignments, governance documents, and other Board-related materials.
• Supports Board committees, special meetings, Board communications, and other governance activities as assigned.
• Tracks Board action items and follow-up and assists with Board-related projects and activities.
• Maintains strict confidentiality and discretion regarding Board discussions, personnel matters, financial information, organizational strategy, and other sensitive matters.

Executive Team & Special Projects

• Supports the CEO and Executive Team with leadership meetings, retreats, off‑site meetings, and other organizational activities as requested.
• Coordinates and tracks special projects assigned by the CEO, including timelines, deliverables, responsibilities, deadlines, and follow‑up.
• Provides status updates to the CEO and identifies barriers, emerging issues, or matters requiring attention.
• Supports organizational initiatives and special projects as…