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Posted: Saturday, April 1, 2017 12:04 AM


General Office Operations
Open and close office daily, and provide coverage during office hours (M-F 8 to 5).
Greet and announce guests.
Answer phone and transfer calls.
Retrieve and distribute incoming and outgoing mail.
Report repairs needed to building management and follow up to make sure that repair is done.
Ensure reliable functioning of office equipment.
Order break room and office supplies including light rail passes.
Keep postage meter up to date.
Distribute emails that come into

Meeting Planning
Manage Vitalyst conference space to ensure that the appropriate rooms have been reserved for the correct times, and assess which meetings need planning and attention. Coordinate and schedule the meetings of other nonprofit groups in our two meeting rooms and assist with AV and catering needs when necessary.
Shop for and set up food for Vitalyst Board meetings, as well as various other on-site breakfast and luncheon meetings.
Plan and manage details of Vitalyst hosted meetings and events. This includes site selection, negotiation of catering and other meeting costs, oversee invitation lists, rsvp’s, menu planning, audio visual needs, presentations, and decorations when needed.

Plan and manage Change Agent Network (CAN) Forums, including securing the meeting site, sending out invitations, tracking attendance numbers, preparing meeting packets, managing meeting set ups, and audio visual requirements. Handle all of aspects of onsite registration, and confirm that everything is in order as the meeting begins.
Manage meeting details for the Board Committee Meetings.
Keep Executive Committee minutes with signatures in file.
Plan staff functions such as retreats, outings and holiday events.

Executive Assistant Responsibilities

Executive Assistant to the President and CEO, along with 6 other Leadership Team Members.
Manage calendars, arrange meetings, follow up on attendance and details as needed.
Responsible for Board Communications regarding upcoming meetings and events.
Prepare and distribute agendas, and other materials for weekly staff meetings.
Create annual meeting calendar for each fiscal year.
Update Board information and other documents annually.
Prepare and update Board Orientation Manual annually.

Other Responsibilities
Routine shopping for food, coffee, and supplies.
PayPal reporting and management of credit card swipers.
Create and send invoices for TAPAZ sponsored projects.
Count cash that is brought to the office for deposit and deliver to accounting department.
WordPress web page updates to include PayPal ecommerce options.
Edit and update TAPAZ website, as needed.
In conjunction with the Executive Assistants of five other foundations, arrange quarterly rotating luncheons for the CEOs.
Attend quarterly luncheon for foundation Executive Assistants.
Coordinate employee searches as needed, place ads, collect resumes, and schedule interviews.
Assist with updates to database for invitation lists and other mailings.
Reserve tables, coordinate payment, invitations, and seating arrangements for events.
Schedule and track the lending of Babel Box equipment.
Coordinate the purchase and distribution of holiday gift cards for Board Members, staff and a few vendors.

This is a full time position with a daily work schedule of Monday through Friday 8:00am-5:00pm; position is not eligible for working remotely.
Candidate must have reliable transportation.

Interested candidates should send a cover letter and resume to by Friday, March 17, 2017.

• Location: Phoenix

• Post ID: 45728874 arizona is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017