About this opportunity
VAULT Strategies lists this Executive Administrative Assistant &Office Manager opportunity in scottsdale, Arizona. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Executive Assistant & Office Experience Manager
Reports To: Executive Vice President / Integrator
Location: Phoenix, Arizona (In Office Daily)
Type: Full-Time, Non-Exempt (Overtime Eligible)
Compensation:
$38.00 - $44.00 per hour
Schedule: Monday through Friday, 40 hours per week with paid lunch. Occasional early mornings or evenings for events.
Check out the role overview below If you are confident you have got the right skills and experience, apply today.
About the Role
VAULT is creating a new kind of role: someone who makes our office feel like the best place to work and the best place to visit. Inspired by the way great shared-workspace teams care for their members, and by the way premier private financial institutions treat their most valued clients, this person looks after our people, technology, environment, and experience. They serve as the first impression of VAULT for every employee, client, vendor, and guest who walks through the door.
This role is also a true executive administrative assistant position, providing direct support to our CEO and EVP.
We're looking for a polished, gracious, and proactive servant leader who sees every task, from managing an executive's calendar to loading the dishwasher, as an opportunity to serve others and strengthen our culture.
Who You Are
You lead by serving. You bring the attentiveness of a private-client concierge and the warmth of a great host. You remember names, preferences, and details, and you make everyone who walks through our doors feel known and valued. You notice what needs to be done before anyone asks, and you take pride in the details no one else sees. You are composed, discreet, and professional, and you carry the VAULT brand in how you look, speak, and show up every day.
What You'll Do
Executive Assistant Support
Serve as executive assistant to the CEO and EVP, managing calendars, scheduling, and meeting logistics
Manage executive correspondence, communications, and follow-up (as requested) and anticipate needs before they arise
Prepare meeting materials, agendas, documents, and reports with accuracy and polish
Arrange travel and hotel accommodations for executives, employees, and guests
Coordinate executive meetings, client visits, and leadership events from start to finish
Support leadership with special projects, research, and time-sensitive requests
Handle confidential information with complete discretion
People: Creating a Welcoming Community
Serve as the primary receptionist, greeting every client, employee, vendor, and guest with warmth and professionalism
Learn names, preferences, and needs, and anticipate them with the discretion and personal attention of a private-client relationship
Assist with new hire onboarding, orientation, welcome packets, and workspace setup in partnership with HR and IT
Support HR with administrative tasks, employee documentation, and record maintenance
Environment: A Polished, Presentation-Ready Office
Keep the office clean, organized, and client-ready throughout the day, including reception, conference rooms, kitchen, and common areas
Handle the small things that make a space feel cared for, such as resetting rooms, loading the dishwasher, and refreshing supplies
Order and maintain office, kitchen, and bulk supplies, including Costco purchases
Coordinate maintenance requests and manage vendors including Aroma360, Aramark, Shred-it, and other service providers
Receive, sort, and distribute mail and deliveries
Technology: Making It Work Seamlessly
Ensure conference rooms, AV, and meeting technology are ready and working for every meeting
Be the first line of support for everyday tech needs, and coordinate with IT on setup, troubleshooting, and equipment for new hires and guests
Help clients and visitors get connected and feel confident using the office's tools
Experience: Building and Supporting VAULT Culture
Run the daily breakfast program (Monday through Thursday) and keep snacks and beverages stocked
Organize the weekly Thursday happy hour
Plan and coordinate catering for meetings and company events
Lead holiday decorating, employee celebrations, and office events
Look for new ways to make every client and employee feel valued, and help shape the rituals and traditions that define VAULT
Additional Administrative Support
Maintain electronic and paper filing systems
Support departments with special projects and overflow work
Qualifications
5 to 8 years of experience in executive assistance, office management, or a related support role
Proven experience supporting C-suite or senior leaders, including calendar management, travel, and confidential communications
Experience supporting multiple teams in a professional environment
Background in hospitality, private banking, wealth management, concierge, coworking, or client services is a plus
High school diploma or equivalent required; associate's or bachelor's degree preferred
Skills and Qualities
A servant-leader mindset, with genuine joy in taking care of others
Polished presence and exceptional professionalism
Outstanding communication and interpersonal skills
Strong organization, time management, and attention to detail
Ability to manage competing priorities with grace under pressure
Initiative, resourcefulness, and sound judgment
High level of discretion and trustworthiness
Proficiency with Microsoft Outlook, Word, Excel, and Teams; comfortable learning new technology systems
Position Requirements
Full-time, in-office position in Phoenix, Monday through Friday, with occasional early mornings or evenings for events. Overtime is paid for hours over 40 per week. xhmxlyz
Professional appearance consistent with the VAULT brand
Ability to lift up to 25 pounds
Willingness to pitch in wherever needed, with no task considered beneath the role
To apply, submit your resume and a brief cover letter.
Worksite address
scottsdale, AZ, 85261, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.