Executive Administrative Assistant &Office Manager

Executive Assistant & Office Experience ManagerReports To: Executive Vice President / IntegratorLocation: Phoenix, Arizona (In Office Daily)Type: Full-Time, Non-Exempt (Overtime Eligible)Compensation: $38.00 - $44.00 per hourSchedule: 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 RoleVAULT 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 AreYou 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 DoExecutive Assistant SupportServe as executive assistant to the CEO and EVP, managing calendars, scheduling, and meeting logisticsManage executive correspondence, communications, and follow-up (as requested) and anticipate needs before they arisePrepare meeting materials, agendas, documents, and reports with accuracy and polishArrange travel and hotel accommodations for executives, employees, and guestsCoordinate executive meetings, client visits, and leadership events from start to finishSupport leadership with special projects, research, and time-sensitive requestsHandle confidential information with complete discretion
People: Creating a Welcoming CommunityServe as the primary receptionist, greeting every client, employee, vendor, and guest with warmth and professionalismLearn names, preferences, and needs, and anticipate them with the discretion and personal attention of a private-client relationshipAssist with new hire onboarding, orientation, welcome packets, and workspace setup in partnership with HR and ITSupport HR with administrative tasks, employee documentation, and record maintenance
Environment: A Polished, Presentation-Ready OfficeKeep the office clean, organized, and client-ready throughout the day, including reception, conference rooms, kitchen, and common areasHandle the small things that make a space feel cared for, such as resetting rooms, loading the dishwasher, and refreshing suppliesOrder and maintain office, kitchen, and bulk supplies, including Costco purchasesCoordinate maintenance requests and manage vendors including Aroma360, Aramark, Shred-it, and other service providersReceive, sort, and distribute mail and deliveries
Technology: Making It Work SeamlesslyEnsure conference rooms, AV, and meeting technology are ready and working for every meetingBe the first line of support for everyday tech needs, and coordinate with IT on setup, troubleshooting, and equipment for new hires and guestsHelp clients and visitors get connected and feel confident using the office's tools
Experience: Building and Supporting VAULT CultureRun the daily breakfast program (Monday through Thursday) and keep snacks and beverages stockedOrganize the weekly Thursday happy hourPlan and coordinate catering for meetings and company eventsLead holiday decorating, employee celebrations, and office eventsLook for new ways to make every client and employee feel valued, and help shape the rituals and traditions that define VAULT
Additional Administrative SupportMaintain electronic and paper filing systemsSupport departments with special projects and overflow work
Qualifications5 to 8 years of experience in executive assistance, office management, or a related support roleProven experience supporting C-suite or senior leaders, including calendar management, travel, and confidential communicationsExperience supporting multiple teams in a professional environmentBackground in hospitality, private banking, wealth management, concierge, coworking, or client services is a plusHigh school diploma or equivalent required; associate's or bachelor's degree preferred
Skills and QualitiesA servant-leader mindset, with genuine joy in taking care of othersPolished presence and exceptional professionalismOutstanding communication and interpersonal skillsStrong organization, time management, and attention to detailAbility to manage competing priorities with grace under pressureInitiative, resourcefulness, and sound judgmentHigh level of discretion and trustworthinessProficiency with Microsoft Outlook, Word, Excel, and Teams; comfortable learning new technology systems
Position RequirementsFull-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. xzbcwsv Professional appearance consistent with the VAULT brandAbility to lift up to 25 poundsWillingness to pitch in wherever needed, with no task considered beneath the role
To apply, submit your resume and a brief cover letter.