The SPEAK Center for Language and Learning

Job Title: Executive Assistant
Location: 501 W. Ray Rd. Ste 1-2 Chandler, AZ 85225
Reports To: CEO
Job Setting: 1099 Contractor / Part Time 10-15 Hours Per Week

Job Overview: The Executive Assistant will provide comprehensive administrative and operational support to the CEO. The role involves managing day-to-day tasks, coordinating communication between departments, and ensuring the efficient operation of the CEO’s office. This position requires excellent organizational skills, the ability to multitask, and a proactive approach to problem-solving.

Daily Tasks:

  • Manage and update the CEO’s daily calendar and meetings.
  • Send the CEO daily meeting schedules via Google Chat.
  • Check in with the Admin/Support team and provide necessary support as requested by team members.
  • Sort and delegate CEO’s emails.
  • Send follow-up emails to the admin team or collaboration partners.
  • Follow up on due administrative deliverables.
  • Provide daily email summaries to the CEO via Google Chat.

Weekly Tasks:

  • Attend a weekly check-in meeting with the CEO.
  • Manage the CEO’s to-do list and send reminders.
  • Prepare and send out meeting agendas.
  • Prepare slides and presentations for the weekly admin meetings.
  • Attend and participate in weekly admin meetings.
  • Take notes during weekly admin meetings.
  • Create weekly newsletter for staff

Monthly Tasks:

  • Send out announcements on behalf of upper management/CEO via email and Workplace.
  • Assist with marketing materials, such as creating flyers using Canva.
  • Create monthly newsletter for parents
  • Serve as a member of the culture committee
  • Follow up on invoices as needed

Bi-Monthly Tasks:

  • Attend bi-monthly staff meetings.

As-Needed Tasks:

  • Schedule patient evaluation appointments as directed by the Clinical Director.
  • Provide general office support, including typing, dictation, and spreadsheet creation.
  • Send out calendar meeting invites to CASA staff or partners.
  • Coordinate with upper management on select projects.
  • Update the master calendar for all staff events and meetings.
  • Arrange and coordinate travel for the CEO.
  • Assist with planning summer camp.
  • Serve as direct contact for interns

Qualifications:

  • Proven experience as an executive assistant or other relevant administrative support experience.
  • Proficient in Google Suite (Google Calendar, Google Chat, Google Drive, etc.).
  • Strong organizational and time management skills.
  • Ability to multitask and prioritize tasks effectively.
  • Excellent verbal and written communication skills.
  • Familiarity with workplace communication platforms such as Workplace and Canva.
  • Experience with scheduling and calendar management.

Preferred Skills:

  • Ability to manage multiple projects and meet deadlines.
  • Familiarity with healthcare or clinical scheduling software (e.g., SpokeChoice).
  • Familiarity with Google Workspace
  • Experience in coordinating travel arrangements.

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