Sr Executive Administrator

Executive Administrator

The Executive Administrator ("EA") provides direct executive support to multiple C-suite leaders, creating leverage for these members of the University's Executive Leadership Team. The EA helps senior leaders focus on the most important work by protecting time, managing information flow, coordinating meetings, anticipating needs, and ensuring the executive operating rhythm runs smoothly.

This is a virtual-first role based in the Phoenix area, with recurring onsite responsibilities for executive, board, other key stakeholder meetings, leadership eventsat our Phoenix offices, assuring a professional and engaging visitor and participant experience.

The ideal candidate is energized by complexity, calm under pressure, highly discreet, and skilled at creating order in a fast-moving executive environment. This person brings polished communication, sound judgment, and a strong service mindset - someone who can take work off an executive's plate so they can focus on the highest-value internal business priorities, relationships, and decisions.

The role also includes providing periodic support for executives on personal administrative matters when doing so protects executive capacity, increases effectiveness and enables leaders to remain focused on the University's highest-priority strategic objectives.

Key Responsibilities:

• Serve as a trusted extension of the executives supported, representing their offices with professionalism, discretion, urgency, warmth, and sound judgment.
• Manage complex, fluid calendars across multiple C-suite leaders, using judgment to prioritize requests, resolve conflicts, protect focus time, and ensure executives are prepared for the right conversations at the right time.
• Provide proactive inbox, communication, and information-flow support, helping executives identify what requires action, escalation, follow-up, or delegation.
• Coordinate meetings involving senior internal and external stakeholders, including other company executives, board members, owners, investors and other high-priority partners.
• Own logistics for recurring in-person meetings for supported executives, VIP visits, catering, room readiness, visitor experience, and related coordination at Phoenix-area locations.
• Coordinate travel, lodging, ground transportation, itineraries, expense reporting, invoice processing, and related logistics for executives and, as needed, their leadership teams.
• Prepare executives for meetings by conducting pre-meeting research, organizing materials, agendas, background information, attendee context, follow-up items, and relevant logistical details.
• Track commitments, deadlines, and action items to ensure timely follow-through across executive priorities, meetings, projects, and stakeholder requests.
• Provide thoughtful support on select personal administrative matters, exercising sound judgment, discretion and attention to detail, enabling executives to remain focused on critical work and strategic business priorities.
• Handle highly confidential and sensitive information with exceptional discretion, including matters related to business strategy, public company activity, leadership decisions, employee matters, board interactions, and executive communications.
• Coordinate team meetings, offsites and special projects that require executive-level planning, attention to detail, and strong stakeholder management.
• Provide onsite support for leadership/team meetings, C-suite mail, wet-signature workflows, document routing, and time-sensitive executive needs that require Phoenix-based presence.
• Partner with other EAs to coordinate coverage, share best practices, improve processes, and maintain continuity of executive support across the C-suite.
• Identify opportunities to simplify, standardize, or improve administrative workflows so the executive support model becomes more scalable, responsive, and consistent.

Minimum Education and Related Work Experience:

• Five (5) or more years of progressive executive support experience, including direct support for C-suite or senior enterprise leaders, ideally within a large organization of 1,000+ employees.
• Proficiency using AI-enabled productivity tools to improve administrative efficiency, meeting preparation, follow-up tracking, and information synthesis.
• Demonstrated success supporting multiple senior executives simultaneously in a complex, matrixed, fast-moving environment.
• Exceptional calendar management, scheduling, prioritization, travel coordination, meeting logistics, expense management, and follow-through skills.
• Strong executive presence, confidence and excellent written and verbal communication skills, with the ability to interact confidently and professionally with senior leaders, board members, investors, owners, external partners, employees, and guests.
• Ability to draft, edit, summarize, and coordinate information accurately, efficiently, and with appropriate judgment.
• High degree of discretion, emotional intelligence, and confidentiality in handling sensitive business, leadership, financial, employee-related and personal matters.
• Ability to anticipate executive needs, work independently, think critically, make sound decisions in non-routine situations, and remain composed when priorities shift quickly.
• Demonstrated urgency, responsiveness, accuracy, and exceptional attention to detail when managing time-sensitive executive requests, shifting priorities, confidential matters, and follow-through.
• Phoenix-area presence and ability to provide recurring onsite support at varying locations for executive meetings, mail/signature workflows, and other leadership needs.

Additional Qualifications Preferred:

• Bachelor's degree in business, management or a related field.
• Proficient in modern productivity tools, including but not limited to AI platforms, Microsoft 365, Teams, Outlook, PowerPoint, Excel, Word and Slack to improve scheduling, research, meeting preparation, summarization, follow-up tracking, and workflow efficiency.
• Experience supporting a C-suite executive.
• Experience supporting executives in a public company, regulated, or highly matrixed organization.
• Experience coordinating board, investor, owner, executive team, or senior leadership meetings.
• Experience managing onsite executive logistics, visitor experience, meeting-room readiness and catering.
• Experience partnering across an executive administrator team to coordinate coverage, solve scheduling conflicts, and support enterprise leadership priorities.

You Will Thrive Here if You Are:

• A poised and self-assured partner who builds credibility and trust across all levels of the organization, anticipates what is needed next, and drives execution with initiative and sound judgment.
• A natural organizer who can bring structure to ambiguity and motion to stalled work.
• A strong prioritizer who understands that executive time is one of the organization's most valuable assets.
• A trusted partner who knows when to act independently, when to escalate, and when to protect confidentiality.
• A calm operator who can manage last-minute changes, sensitive requests, and competing priorities without losing precision or professionalism.
• A service-minded professional who takes pride in helping senior leaders operate at their best.

This is a Phoenix-based, virtual-first role with recurring onsite executive support responsibilities at varying locations. The role requires the ability to work from a home office or approved virtual work location when not onsite and to be present for in person for executive meetings and other leadership needs as required.