Summary: The Executive Administrative Assistant will provide high-level administrative support to the Office of the President and CEO and Core Leadership Team (CLT) members. This role requires excellent judgment, initiative, and the ability to manage diverse activities while ensuring proactive support for the CEO, CLT, and external constituents. The position requires confidentiality, flexibility, and the ability to work independently in a fast-paced environment, maintaining professionalism and attention to detail.

Responsibilities:

• Manage daily administrative functions for the Office of the President and CEO and CLT, including scheduling, appointments, and maintaining calendars.
• Coordinate travel arrangements and itineraries, ensuring smooth logistics and the creation of detailed expense reports.
• Screen telephone calls, greet visitors, and handle correspondence, responding to routine inquiries and assisting with special requests.
• Organize meeting set-up and tear-down for internal and external meetings, including ordering meals and preparing materials.
• Compose and prepare business and personal correspondence, aligning with the President and CEO's communication style.
• Assist with special projects and written communications as requested by the President and CEO or CLT members.
• Conduct research and prepare summaries and reports on behalf of the department.
• Ensure adequate office supplies and proper functioning of office equipment.
• Coordinate onboarding requirements for new Executive Members or Consultants in collaboration with Human Capital.
• Serve as an internal and external liaison to achieve the objectives of the Office of the President and CEO or CLT.
• Perform other duties as assigned, ensuring regular and reliable attendance.

Qualifications:

• High school diploma or G.E.D.; Bachelor's degree in Business or related field preferred.
• Minimum of 10+ years of executive administrative support experience, with at least five years supporting CEO/President/C-suite level.
• Strong technical skills, including proficiency in VPN, Zoom, Microsoft 365 (Outlook, Word, Teams, PowerPoint, Excel), and DocuSign.
• Exceptional organizational skills and attention to detail.
• Effective communication skills, including grammar, writing, and the ability to proof and edit documents.
• Experience in event planning, especially for Board of Trustees meetings and activities.
• Flexibility to reprioritize tasks and handle multiple projects simultaneously.
• Experience in a healthcare environment and knowledge of government programs (e.g., TRICARE, VA, Military Health System) is a plus.
• Prior experience in a high-profile setting and military service is a plus.
• Availability to work non-regular hours and travel as required.

The Role:

We’re looking for a highly organized and detail-oriented HR Administrator & Office Manager to support our People team and serve as a key operational partner for our Tempe office. This role is ideal for someone who thrives in structured environments, enjoys building efficient processes, and takes pride in delivering a seamless employee experience through strong execution behind the scenes.

You’ll play a critical role in supporting HR operations, maintaining compliance, and ensuring our systems, documentation, and workflows run smoothly. You’ll also act as a reliable onsite resource and point of contact for employees, helping keep our office organized, functional, and welcoming.

You’ll report directly to the VP of People and collaborate cross-functionally across the organization.

What You’ll Do:

HR Administration & Operations

• Maintain accurate and up-to-date employee records and documentation, including employee folders and HRIS systems
• Manage and optimize workflows within our HR tech stack (Justworks, Deel, Lattice, Slack, Google Workspace, Zoom, Greenhouse)
• Draft and process offer letters and support general HR documentation needs
• Assist in updating and maintaining company policies and internal documentation
• Identify opportunities to improve efficiency across People processes and systems

Onboarding & Offboarding

• Coordinate onboarding logistics to ensure a smooth and consistent new hire experience
• Manage new hire documentation, including I-9 completion and system setup
• Partner with IT and internal teams on equipment coordination and access
• Support offboarding processes, ensuring proper documentation, communication, and system updates

Compliance & PEO Management

• Support multi-state compliance efforts by maintaining accurate records and tracking requirements
• Serve as a day-to-day administrator for our PEO, ensuring data accuracy and timely updates
• Assist with audits, reporting, and documentation as needed

Employee Support

• Act as a primary point of contact for employee questions related to HR processes, tools, and policies
• Provide timely, professional, and discreet support to employees and managers
• Escalate sensitive matters appropriately while maintaining confidentiality

Recruiting Coordination

• Support candidate coordination, including scheduling and onsite logistics
• Help deliver a smooth and organized candidate experience

Office Management & Coordination

• Serve as the onsite point of contact for office operations, including coordination with WeWork and building management
• Help maintain a clean, organized, and functional office environment
• Support logistics for onsite meetings, team gatherings, and office needs

Culture & Team Support

• Assist with planning team events, recognition efforts, and internal initiatives
• Support company-wide programs that enhance employee engagement and connection

Special Projects

• Partner with the VP of People on key initiatives, including engagement surveys, internal communications, and process improvements

You’d Be a Great Fit If You:

• Have 2-4 years of experience in HR, People Operations, or Office Management in a fast-paced environment
• Are exceptionally organized and detail-oriented, with a strong focus on accuracy and follow-through
• Enjoy creating structure and improving processes to drive efficiency
• Are comfortable working across multiple systems and tools, and eager to learn new technologies
• Are a clear and professional communicator, both written and verbal
• Handle sensitive information with discretion and sound judgment
• Thrive in an onsite role and enjoy being a dependable, go-to resource for employees
• Take pride in supporting teams and creating a well-run, organized workplace

Compensation:

This is a contract position offering $30–$35/hr, depending on experience, with the potential for conversion to a full-time role based on performance and business needs.

We encourage individuals from underrepresented backgrounds, including women and minorities, to apply for this position. We believe in creating a diverse and inclusive workplace and welcome candidates who may not meet every listed requirement but are eager to contribute and grow within our team. Even if you don't meet every requirement, we still encourage you to apply.