Executive Assistant & Office Coordinator

Hybrid:
Requires minimum 3 days onsite

We are seeking a highly organized, proactive, and service-oriented Executive Assistant and Office Coordinator to provide executive administrative support to approximately two to four leaders located in remote or geographically dispersed locations, while also coordinating the day-to-day operational needs of the local Scottsdale, AZ office. This role requires strong judgment, exceptional follow-through, and the ability to balance executive priorities with hands-on office coordination responsibilities.

The ideal candidate is polished, resourceful, detail-oriented, and comfortable serving as a trusted point of contact for executives, employees, vendors, and internal support teams.

This is a visible and important role for someone who enjoys keeping leaders and office operations running smoothly. The Executive Assistant and Office Coordinator will help executives stay focused on critical priorities while ensuring the local office environment is well maintained, organized, and responsive to employee and business needs.

• Executive Administrative Support
  • Provide high-quality administrative support to approximately two to four executives located in remote or geographically dispersed locations.
  • Manage complex calendars, meeting schedules, travel arrangements, expense reporting, and day-to-day administrative priorities.
  • Prepare, organize, and distribute meeting materials, agendas, presentations, and follow-up items as needed.
  • Anticipate executive needs, proactively resolve scheduling conflicts, and help leaders stay focused on their highest-priority activities.
  • Draft, review, and edit correspondence and communications with accuracy, professionalism, and discretion.
  • Maintain confidentiality and handle sensitive business and employee information with sound judgment and integrity.
• Office Coordination and Daily Operations
  • Coordinate day-to-day office needs to ensure the workplace remains organized, functional, and well supplied.
  • Order, receive, restock, and put away coffee, cleaning supplies, office supplies, and other workplace materials.
  • Manage mail, deliveries, incoming shipments, postage, shipping, and related office logistics.
  • Oversee copy room organization, maintenance requests, supplies, and equipment readiness.
  • Coordinate employee badges, office access needs, and related site support processes.
  • Support desk, chair, workspace, wall hanging, and general office setup needs.
• Facilities, Vendors, and Site Services
  • Serve as a primary point of contact for on-site service provider, vendors, building contacts, and internal support teams.
  • Track and follow up on IT, building, and facilities tickets or service requests.
  • Schedule and manage recurring services such as cleaning, fire/life safety services, vending, and server room maintenance.
  • Coordinate handyman support for general repairs, lightbulb changes, minor fixes, water filter changes, and other office maintenance needs.
  • Partner with vendors and internal teams to resolve office issues quickly and ensure a professional employee and visitor experience.
  • Process invoices, pay bills, and support accounts payable activities related to office services and vendors.
  • Maintain records for recurring services, vendor contacts, service schedules, and office-related expenses.

• Bachelor’s degree preferred, or equivalent combination of education and relevant experience.
• Minimum of 5–7 years of experience in executive administrative support, office coordination, facilities coordination, or a related role.
• Experience supporting multiple executives, including leaders located remotely or across different time zones.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, service requests, and follow-up items simultaneously.
• Excellent written and verbal communication skills, with a professional and customer-service-oriented approach.
• Proficiency with Microsoft Office tools, calendar management, expense systems, ticketing processes, and general office technology.
• Ability to work independently, exercise good judgment, and escalation issues appropriately.
• High level of discretion, professionalism, reliability, and attention to detail.

• Proactive and resourceful, with a strong sense of ownership for both executive and office needs.
• Service-minded and approachable, with the ability to build positive relationships with executives, employees, vendors, and building partners.
• Comfortable handling both strategic administrative support and hands-on office coordination tasks.