Executive Assistant in Phoenix, Arizona at AOA Management Services, LLC

Women's Health Arizona is seeking a highly organized and proactive Executive Assistant/Executive Coordinator to provide high-level administrative support to the C-Suite. This role is responsible for managing executive schedules, preparing presentations, handling confidential communications, and ensuring seamless office operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment.

Executive Support

• Provide direct administrative support to the C-Suite, managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, and presentations, including PowerPoint presentations for executive and shareholder meetings.
• Facilitate communication between executives, internal teams, and external stakeholders with professionalism and confidentiality.
• Track and prioritize action items, ensuring timely follow-ups on executive directives.
• Assist in coordinating executive-level projects and initiatives as needed.
• Leverage approved AI tools to improve efficiency in routine administrative tasks, including drafting and refining communications, summarizing information, preparing meeting materials, developing presentations, organizing action items, and supporting research and planning.
• Apply sound judgment when using AI-generated content, including reviewing outputs for accuracy, maintaining confidentiality, and ensuring appropriate handling of sensitive or proprietary information.

Office Operation Management

• Oversee day-to-day office operations, ensuring a well-organized, efficient, and professional work environment.
• Order and manage office supplies, paper, food, and other necessities, maintaining inventory levels.
• Receive, sort, and distribute mail promptly to the appropriate recipients.
• Coordinate catering breakfast lunch and dinner arrangements for meetings and executive gatherings.
• Serve as the primary point of contact for office vendors and service providers.
• Support facility management needs, including scheduling maintenance and ensuring common areas are organized.
• Maintain organized filing systems for documents and records, ensuring easy retrieval of information

Event & Meeting Coordination

• Organize and prepare materials for executive meetings, including agendas and presentations.
• Assist in planning and executing company events, board meetings, and leadership off-sites.
• Take detailed meeting minutes and distribute action items as needed.

Qualifications & Experience

• 8+ years of experience as an Executive Assistant, Administrative Assistant, or Office Coordinator, preferably supporting C-level executives.
• Experience in healthcare or multi-site organizations preferred.
• Proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Outlook, and Excel. Along with familiarity with AI-enabled productivity tools and emerging workplace technologies.
• Experience managing office operations, ordering supplies, and handling vendor relationships.
• Event planning and coordination experience.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks efficiently and ability to exercise independent judgment
• Excellent verbal and written communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Self-starter with a proactive approach to problem-solving and process improvement, and identifying opportunities to use technology, AI, and automation to improve efficiency.
• Proficiency with AI-enabled productivity tools, such as Chat GPT, Microsoft Copilot, or similar platforms, and demonstrated ability to use AI effectively for administrative, communication, research, and organizational tasks.
• Comfortable identifying opportunities to use AI and automation to streamline routine workflows and improve executive and office efficiency.
• Strong judgment regarding the appropriate use of AI, including verification of AI-generated information and protection of confidential, proprietary, and sensitive information.

Physical Requirements

This position primarily performs administrative, analytical, reporting, and computer-based work in an office or remote-office environment. The role requires the ability to remain seated for extended periods, use a computer and phone, review detailed account information, communicate clearly, and complete routine office tasks.

Work Environment

Work is performed in a professional office, clinic, administrative, or approved remote-office setting. The position requires frequent computer use, regular communication through email, Teams, phone, billing systems, and reporting tools, and collaboration with billing, ancillary, branch, and operational stakeholders. The employee is expected to maintain professionalism, confidentiality, accuracy, and independent follow-through while supporting team workflows and leadership reporting needs.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, operating office equipment, and using technology systems.
• Ability to communicate effectively, including speaking, hearing, and exchanging information in person, virtually, and via phone.
• Occasional standing, walking, bending, or reaching within office or clinical environments.
• Ability to lift and carry light items, typically up to 15-25 pounds, such as laptops, documents, reports, or office materials.

Work Environment & Schedule

• Hybrid work schedule. Onsite Monday – Thursday at the Phoenix Corporate Office. Flex remote on Fridays.
• Fast-paced, team-oriented environment with direct engagement with executive leadership.
• Interim after-hours availability may be required as needed.