PDS Tech Inc Lead Administrative Assistant in Tucson, Arizona

PDS Tech Inc. is seeking a Lead Administrative Assistant, in Tucson, AZ.

Summary:

  • Reporting directly to the President & CEO’s Executive Assistant, this position provides executive support to VP Operations.

  • The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office the Vice President Operations.

  • The Executive Assistant also organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

  • The Executive Assistant must be creative and enjoy working within a fast paced, entrepreneurial environment that is mission-driven and results-driven.

  • The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

  • The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

  • Completes a broad variety of administrative tasks for the VP Operations including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

  • Plans, coordinates and ensures the VP's schedule is followed and respected.

  • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the VP's time and office.

  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the VP, including those of a sensitive or confidential nature.

  • Determines appropriate course of action, referral, or response.

  • Provides a bridge for smooth communication between the VP's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

  • Works closely and effectively with the VP to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the VP, some of which may have organizational impact.

  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the VP's ability to effectively lead the company.

  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Prerequisites:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

  • Expert level written and verbal communication skills.

  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.

  • Emotional maturity.

  • Highly resourceful team-player, with the ability to also be extremely effective independently.

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

  • Forward looking thinker, who actively seeks opportunities and proposes solutions.

  • Bachelor's degree required.

  • Strong work tenure: five to 10 years of experience supporting C-Level Executives in a Fortune 500 organization.

  • Experience and interest in internal and external communications, partnership development, and fundraising.

  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.