Executive Assistant

System One · United States

Job Title: Executive Assistant
Location: Tempe, AZ
Type: 3-Month Contract
Compensation: $25/hr
Work Model : Onsite
Hours: Part-time: 30hr/ Week

Responsibilities

• Provide administrative and clerical support at the Tempe, AZ site, serving as the primary point of contact for visitors and staff.
• Answer phones, screen calls, and relay messages in accordance with company policies.
• Greet visitors and direct them to appropriate personnel or locations.
• Update and maintain procedural processes for the reception area.
• Screen mail and respond to routine inquiries using standardized formats.
• Manage intercompany mail between multiple building sites.
• Collaborate with the facilities lead to maintain and improve office decor, branding, and furnishings.
• Establish and maintain site-specific administration files and records.
• Support HR and Site Lead with office policies, procedures, and departmental activities.
• Coordinate with vendors providing site services; recommend new vendors as needed.
• Manage payments for facility vendors, including expense reporting for the Site Lead.
• Resolve issues for site employees and handle end-to-end support tasks and projects.
• Assist in organizing local recognition events, including awards and celebrations.
• Order and maintain office and kitchen supplies, supporting manager requests.
• Coordinate and execute onsite and offsite events such as product launches, holiday parties, and townhalls.
• Serve as ambassador to visitors and host high-profile guests.
• Schedule conference rooms and assist with conference room systems.
• Prepare presentations, spreadsheets, documents, and shared files using Microsoft Office tools.
• Maintain and coordinate calendars for BU leadership.
• Coordinate travel arrangements and manage expense reports for leadership.
• Oversee weekly, monthly, and quarterly virtual meetings and communications.
• Support special projects as assigned.
• Provide in-person and email/Teams communication support.
• Assist with expense reporting, light office duties, and scheduling.
• Prepare work materials for leadership meetings and events.

Requirements

• 3-5 years of executive assistant experience.
• Education preference: Associates or Bachelor's degree.
• Strong organizational and adaptability skills.
• Professional demeanor suitable for client/customer-facing roles.
• Experience with Microsoft Office and Concur expense reporting.
• Ability to work in a fast-paced environment with flexibility in start date and duration.
• Excellent communication skills via in-person, email, and Teams.
• Experience coordinating travel and meetings.
• Ability to handle multiple tasks including event planning and office support.

System One, and its subsidiaries including Joule and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

Ref: #558-Scientific