Executive Administrative Assistant Part Time

Position: Executive Administrative Assistant – Part Time

Job Type: Part Time

Hours: Monday, Wednesdays, and Fridays 7:30 AM – 2:30 PM

Location: On site in Scottsdale, AZ

Reports To: CEO 

Compensation Range: $25 per hour

Pay Schedule: Semi-Monthly on the 7th and 22nd 

About Kim Joyce and Associates

Kim Joyce & Associates is a grant writing and consultancy firm headquartered in Scottsdale, Arizona. Our clients are local and national nonprofit organizations, institutions of higher education, school districts, charter schools, hospital systems, units of local government, tribes, and public agencies throughout the country. We are proud to play a part in helping our clients make a positive difference in their communities, their organizations, and in the lives of others.

Our business approach is simple – Build Teams that work collaboratively and closely with our clients to deliver quality services. Our teams are passionate about our clients, and we pride ourselves on exceeding expectations. We share our knowledge, skills, and expertise to work together for the benefit of our clients.

We are looking for people who are the best in their field and who want to do work that makes a difference. If you are looking to be a member of a truly supportive team, in a positive and fun work environment, we encourage you to review the position details below and, if you have the required qualifications, submit your application.

Detailed Summary of Benefits

• 40 hours of Paid Sick Time (PST), based on state of residency, frontloaded and available for use at the beginning of each calendar year. New employees starting during the year will receive a pro-rated amount of PST hours based on their start date.
• 9+ Paid Holidays each calendar year. (If holiday falls on one of your workdays.)
• 401K plan with matching up to 4% with immediate vesting. Eligible after 1 year and 1,000 hours.
• $50,000 in Employer Paid Group Life and AD&D Insurance.
• Employer paid Virtual EAP & Urgent Care.

Position Description

As the Executive Assistant, you will be the first point of contact for our company. Duties include administrative support to the CEO, welcoming guests and greeting people who visit the business, as well as accepting deliveries. You will coordinate front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as an Executive Assistant, you should have a pleasant personality, as this is also a customer-centric, internal, and external, service role. You should be able to handle emergencies a prompt and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.

Essential Job Functions

• Manage and update CEO calendars as well as meeting and appointment reminders.
• Keep track of and remind CEO of daily tasks & meetings.
• Anticipate needs for each meeting.
• Update calendars with all meeting information.
• Keep CEO up to date on changes, deadlines, and tasks.  
• CEO reminder requests for certain tasks reported at end of each day.
• Coordinate client and staff meetings as well as conference set-up using multiple platforms.
• Set up and schedule virtual meetings via MS Teams and/or Zoom with clients, staff, or other professional organizations in which CEO is a member/officer/mentor.
• Confirm meeting and conference attendees.
• Prepare agendas and revisions for all meetings under guidance of CEO and Manager. 
• Assist with the development of power point presentations. 
• Assist with pre-presentation team meetings.
• Schedule monthly team meetings, send invites, prepare agendas, and gather supplies needed for meeting.
• Take meeting minutes. 
• Answer, screen, and forward incoming phone calls.
• Greeting and welcoming guests or vendors as soon as they arrive at the office.
• Conference planning, booking travel, and hotel, and meeting/restaurant accommodations.
• Build strong relationships and work effectively with others to support team members and CEO with progress reports, updates, data, office supplies, software needs, and information for all assigned tasks as asked.
• Maintain quality control and execution of our company’s services.  
• Maintain the highest level of customer service and professionalism.
• Responsible for outgoing mail, packages, shipping, and receiving.
• Order client and employee gifts.
• May be asked to attend meetings with CEO.
• Office Supplies
• Order office supplies; paper, toner misc.
• Order/shop for snacks, water, and drinks for the office.
• Coordinate with building manager.
• Parking, AC, keys, etc. 
• Reservations for training room.
• Coordinate office moves, internet/electric, movers, signage, furniture, etc.
• Office cleaning and upkeep.
• Other duties as assigned.

Position Qualifications

• Excellent oral and written communication skills.
• Ability to prioritize and meet deadlines.
• Desire to learn and improve.
• Genuine care for client outcomes.
• Honesty.
• Ability to communicate and discuss, in writing and verbally, in a clear, concise, well-organized manner.
• Demonstrated proficiency in the use of Microsoft Office 365, including: Outlook, Excel, PowerPoint, Word, OneDrive, and SharePoint.
• Critical thinking, stellar work ethic, and organizational skills are a must.
• Previous experience working with diverse populations.

Education & Experience

• Associates degree or combination of school and work experience.

Work Environment

Primarily desk work in an office setting. May require long periods of computer usage, typing, reading, and data analysis. May involves in-person or virtual collaboration with team members and internal and external stakeholders. Employees are expected to dress in professional business attire.

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Kim Joyce and Associates is an equal opportunity employer. We prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws.

Kim Joyce & Associates LLC is proud to be an Age Friendly Employer. We value everyone's input and encourage people from all age groups to apply.