Executive Assistant

• Support Senior-Level Management and C-Suite Executives
• Perform high-volume scheduling, meeting/event planning, and travel itinerary coordination
• Serve the organization and outside constituencies
• Act as project manager for special projects, including planning and coordinating presentations and disseminating information
• Handle and route confidential and non-routine documents and information
• Work flexible hours, including weekends as needed
• Perform other duties as assigned

• Provide administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Serve as the primary point of contact for internal and external stakeholders, screening and directing inquiries as appropriate
• Prepare and edit correspondence, reports, and presentations on behalf of executives
• Organize and coordinate meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items
• Assist executives in managing projects, including tracking progress, coordinating team activities, and ensuring deadlines are met
• Maintain confidentiality of sensitive information and exercise discretion in handling confidential matters
• Build and maintain positive relationships with colleagues, clients, and other stakeholders

• Provide operational and administrative support primarily to the CEO, CFO, and COO
• Own complex calendar orchestration, meeting logistics, and time-blocking for competing executive priorities
• Anticipate calendar conflicts and resolve them proactively
• Manage end-to-end travel, including air, hotel, ground transportation, and itineraries
• Complete accurate and timely expense reporting and optimize travel within budget constraints
• Track executive deliverables, deadlines, and follow-ups
• Create reminders, checklists, and weekly status updates
• Prepare, proofread, and coordinate executive presentations, pre-reads, and briefing documents
• Consolidate cross-functional inputs and ensure version control, data accuracy, and on-time distribution
• Draft agendas and capture decisions, action items, and owners
• Circulate meeting minutes and follow-up trackers; monitor progress and escalate risks
• Coordinate executive roundtables and advisory sessions, including CAB, PAB, and analyst briefings
• Support SKO, Presidents Club, and executive retreats as needed
• Serve as the first point of contact and liaison between executives and internal/external stakeholders
• Triage requests and protect executive time
• Partner with Marketing/Communications on brand-compliant communications
• Partner with HR/Talent on interview scheduling and onboarding touchpoints
• Improve administrative processes through templates, checklists, and automation
• Maintain executive SOPs and playbooks
• Use Microsoft 365, expense/travel platforms, and collaboration systems
• Maintain document hygiene and secure sharing aligned with brand guidelines
• Handle sensitive information with absolute discretion and follow company policies and brand standards

• Manage a complex and constantly evolving calendar, including internal leadership meetings, strategic reviews, customer and partner engagements, and cross-functional operating cadences
• Coordinate domestic and international travel, itineraries, logistics, and related expense management
• Anticipate executive needs, protect time, and ensure executives are prepared for key meetings, decisions, and engagements
• Prepare and coordinate briefing materials, agendas, background notes, and follow-up items for executive meetings
• Support the operating rhythm of the organization, including planning meetings, team checkpoints, and priority reviews
• Act as a professional point of contact for internal and external stakeholders
• Drive follow-through on action items by tracking commitments, surfacing deadlines, and partnering across functions
• Collaborate with the Office of the President, executive assistants, and cross-functional partners to coordinate executive schedules and priorities
• Improve administrative processes, communication flow, and executive support practices
• Support onboarding new members to the Revenue Operations team
• Provide executive assistance to the SVP, Revenue Operations and secondary support across the immediate leadership team

• Provide virtual Gastroenterology care
• Work in a resource-rich environment
• Collaborate with a talented team of on-site Gastroenterologists
• Deliver patient care using technology and operational support from Palo Alto Medical Foundation

Executive Assistant jobs in Arizona