Executive Assistant

Join to apply for the Executive Assistant role at Early Warning®

Positions located in Scottsdale, San Francisco, Chicago, or New York follow a hybrid work model to allow for a more collaborative working environment.

Candidates responding to this posting must independently possess the eligibility to work in the United States for any employer at the date of hire. This position is ineligible for employment Visa sponsorship.

This position provides world‑class administrative support to enable the business to function at optimal levels. It provides senior‑level administrative support to the executives and members of the senior leadership team, requiring significant latitude of independent judgment and discretion.

• Provides administrative support to executives and senior leadership, anticipates needs and proactively executes support functions with a high degree of accuracy and efficiency.
• Manages executive calendars, coordinates travel arrangements, prepares expense reports and reconciles monthly credit card statements.
• Coordinates high‑visibility meetings with external and internal constituents requiring high degree of planning and execution.
• Attends executive staff meetings, proactively keeps leader and team on track.
• Handles sensitive and confidential material on a regular basis.
• Utilizes effective judgment in handling executive email, correspondence, calls, and requests; determines need for executive involvement, responds directly or routes to appropriate individual(s) as necessary.
• Develops and maintains Microsoft Word documents, PowerPoint decks and Excel spreadsheet documents.
• Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results.
• Supports the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data.

• Ensures the operational excellence of the office on a day‑to‑day basis, including ordering office snacks and beverages, managing catering, greeting and assisting guests, office communications, and planning events or team building activities.
• Manages office seating arrangements by partnering with technology to ensure desks are properly set up.
• Manages relationships with current vendors, sources new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment, and office maintenance.
• Acts as a culture champion by partnering with leadership to uphold existing company traditions and values, and find new ways to create a fun and collaborative office environment.
• Assists with local office moves, space planning and buildouts.
• Partners with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return‑to‑office procedures related to Covid.
• Takes a proactive approach to identifying opportunities and recommends or initiates actions to improve operations or avoid potential challenges.

• High school diploma or GED equivalent.
• Minimum five years related administrative work experience with a minimum of three years experience supporting senior‑level management.
• Must be highly organized with strong attention to detail.
• Excellent written and verbal skills, with the ability to effectively edit and proofread.
• Sound judgment and time management to manage multiple priorities.
• Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills. Proficient with efficiency tools like Web Ex and Microsoft Teams.
• Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts.
• Background and drug screen.

• Bachelor’s degree.
• Five or more years of prior executive assistant experience supporting senior‑level leaders.
• Ability to take action and make decisions with little to no direction.
• Ability to insert oneself appropriately.
• Proven ability to maintain confidentiality and use appropriate discretion.
• Ability to coordinate projects requiring cross‑functional interactions and influence.
• Take a proactive approach to identifying…