Associate Executive Specialist – Talent Acquisition

Wells Fargo

. Manage complex executive calendars, scheduling priorities, travel arrangements, expenses, inbox management, and administrative activities .

Posted 11/3/2026full-timePhoenix • Arizona • United StatesJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in executive administration, including managing complex calendars, coordinating leadership meetings, and drafting executive communications. Proficient in leveraging technology and process optimization to enhance operational effectiveness and support organizational priorities.

Highest-signal resume keywords

Executive Administration ExperienceCalendar ManagementMeeting CoordinationProcess ImprovementStrong Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel CoordinationExpense ManagementMeeting CoordinationProject TrackingData-Driven ReportingProcess OptimizationAdministrative OperationsEvent CoordinationOnboarding Coordination

Soft Skills

Organizational SkillsTime ManagementCollaborationJudgmentProfessionalism

Tools & Technologies

AI TechnologyAutomation ToolsDigital Tools

Industry Keywords

Executive SupportLeadership TeamsHuman ResourcesTalent AcquisitionStakeholder Engagement

About the role

Key responsibilities & impact

Manage complex executive calendars, scheduling priorities, travel arrangements, expenses, inbox management, and administrative activities
Coordinate leadership meetings, prepare agendas and materials, capture decisions, document action items, and ensure follow-up
Serve as a delegate for executive activities, including expense approvals and invoice approvals
Help leaders prioritize work, optimize time, and manage competing business demands
Draft, review, and distribute executive communications, presentations, organizational updates, and leadership materials
Coordinate in-person and virtual meetings, leadership offsites, and events, including logistics, venues, stakeholder communications, and meeting support
Partner with internal teams on cross-functional initiatives, organizational priorities, and enterprise activities
Track project deliverables, action plans, deadlines, risks, and issues
Support onboarding coordination, technology requests, organizational reporting, office management, and organizational resources
Improve administrative processes, workflows, and operational effectiveness through technology, automation, and process optimization

Requirements

What you’ll need

6+ months of Executive Administration experience, or equivalent demonstrated through work experience, training, military experience, or education
Experience supporting senior executives or leadership teams within a large, complex organization
Experience supporting Talent Acquisition, Recruiting Operations, Human Resources, or Human Capital functions
Ability to track deliverables, manage follow-up activities, and support successful execution of business priorities and projects
Strong written and verbal communication skills
Ability to develop executive communications, presentations, reports, and data-driven materials
Ability to build effective partnerships and collaborate across multiple functions, teams, and organizational levels
Experience managing complex calendars, executive travel, expenses, meeting coordination, and administrative operations
Strong organizational and time-management skills
Ability to manage multiple priorities in a fast-paced environment
Demonstrated ability to anticipate business needs, exercise sound judgment, and operate with discretion and professionalism
Experience coordinating leadership meetings, organizational events, offsites, and stakeholder engagement activities
Experience identifying process improvement opportunities and implementing efficiency solutions
Experience leveraging AI technology, automation, and digital tools to improve productivity, communication, and workflow management
No visa sponsorship available

Benefits

Comp & perks

Hybrid work schedule
Equal opportunity employment
Medical accommodation available during the application or interview process
Drug-free workplace