Executive Administrative Assistant - West Valley City, UT

We are seeking a reliable, proactive, and highly organized Administrative Assistant to provide executive-level support and to help ensure efficient operation of the office. The ideal candidate will be comfortable working under minimal supervision, handling complex tasks, and maintaining a high level of confidentiality and professionalism.

ESSENTIAL FUNCTIONS:

Below are the principal duties and responsibilities of this role. This is not an exhaustive list — other tasks may be added as needed.

• Maintain the executive’s calendar: schedule and confirm appointments, arrange meeting rooms or facilities, avoid conflicts.
• Arrange and manage travel plans (flights, hotels, ground transportation), including creating detailed itineraries, making reservations, and confirming bookings.
• Prepare agendas for meetings, compile presentation materials, and gather supporting documentation.
• Attend meetings with the executive as needed, take accurate notes or minutes, transcribe and distribute them to relevant parties.
• Prepare and submit expense reports and reimbursements on behalf of the executive, ensuring compliance with company policies.
• Receive, screen, and direct visitors, phone calls, emails, and incoming/outgoing physical mail.
• Draft, proofread, format, and edit letters, memos, reports, presentations, and other documents.
• Organize and maintain both digital and physical filing systems, ensuring records are easily retrievable and properly archived.
• Maintain the conference room/meeting room schedule, ensure rooms are set up and equipped as needed.
• Perform general clerical tasks: data entry, copying, scanning, ordering office supplies, and mail distribution.
• Assist with basic bookkeeping tasks, such as processing invoices, tracking payments, and reconciling minor accounts (if needed).
• Coordinate and plan small events or internal meetings (arrange venue, catering, logistics).
• Support Special projects by conducting research, preparing materials, collaborating across teams, and tracking progress.
• Serve as point of contact between executive, internal staff, and external stakeholders, maintaining a professional, courteous demeanor.
• Build effective working relationships with colleagues, vendors, clients, and partners.
• Handle confidential and sensitive information with discretion and maintain strict confidentiality in all matters.
• Communicate clearly and professionally, both verbally and in writing.
• Perform work under minimal supervision, proactively anticipating and resolving routine issues; escalating only the most complex or strategic issues to higher-level staff.
• Manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Be detail-oriented, attentive, and capable of spotting errors, inconsistencies, or omissions.
• Adapt to shifting priorities and respond flexibly to changing demands

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent required.
• Additional education (associate’s degree, bachelor's degree, or certification in business administration, office management, or related field) preferred but not mandatory.
• Prior experience in an administrative, executive support, or similar role is strongly preferred (2+ years or more).
• Demonstrated ability to handle complex tasks independently and make sound judgments.
• Strong oral and written communication skills.
• Excellent organizational skills and ability to multitask, prioritize, and meet deadlines.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent office productivity software.
• Experience with scheduling systems, travel booking tools, and expense management software.
• Strong proofreading and editing abilities.
• Solid clerical skills and comfort with data entry, document prep, filing, and record-keeping.
• Ability to build collaborative relationships internally and externally.
• Discretion and ability to maintain confidentiality at all times.
• A team-oriented mindset and willingness to assist colleagues as needed.
• High degree of professionalism, integrity, and reliability.
• Anticipatory thinking (ability to foresee needs and act proactively).
• Strong attention to detail.
• Resourcefulness and problem-solving aptitude.
• Time management, flexibility, and adaptability.
• Customer service orientation.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met or may be encountered by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The job requires regularly lifting/pushing up to 25 pounds and occasionally lifting/pushing more than 25 pounds or exerting heavy force, in a wide disparity of environmental conditions. The job involves standing, stooping, bending, lifting, pushing, etc.

Pay Rate Type: