Executive Assistant

Date:  Jan 23, 2023

Phoenix, Arizona, US

Company:  WillScot | Mobile Mini
Req ID:  48320

WillScot (NASDAQ WSC) is the industry leader in providing storage solutions and modular workplace solutions to customers across North America. We serve ~50,000 customers with space solution needs daily, through a network of 100+ branch locations throughout North America.

Our legacy is rooted in product innovation, a reputation for exceptional customer service, effective management of business operations, and the ability to attract and retain the industry’s most talented staff and management team. Our values guide us to achieving our true potential and create an inclusive work environment which allows every person to thrive.


This role requires exceptional organization, critical-thinking and problem-solving skills with the ability to proactively take initiative and make decisions based on sound judgement.

The key objective of the Executive Administrator in reporting to the C-Suite is to support as an extension of the executive team, specializing in cross-functional organizing, arranging, and planning. This is a role that will require a high degree of multi-tasking, wearing multiple hats and flexing based on ever changing priorities. This role represents a unique opportunity to support tactically while also helping to influence executives at the highest levels.

Responsibilities of the Executive Administrator include but are not limited to:

Company Values

  • Believes and supports our Company Values
  • Complies with all Company Safety, Transportation, and Environmental Policies EBITDA Performance, Revenue Growth and Efficient Use of Resources
  • Help drive priorities for the CEO and C-Suite executives, through scheduling, organizing and documentation
  • Thoughtful design of meeting processes/agendas, chairing or facilitating meetings where needed in order to make progress on discussions with CEO and executives
  • Provide tactical support relating to organizing, coordination, booking travel arrangements - both domestic and international (private and commercial air), document editing, correspondence, agendas, minute taking, etc.
  • Set shared goals with cross-functional leaders, and organize required information for the executive team to efficiently and effectively make decisions
  • Coordinate large companywide events and meetings from rate negotiation, travel coordination, all aspects of synchronizing and event administration
  • Project manage preparation and creation of materials for Board meetings; provide decision support with research, analysis and collaboration
  • Be a bridge for communication between the CEO and internal departments, with strong collaborative relationships across the organization
  • Collaborate with Director, Communications and CHRO in shaping and implementing CEO’s executive platform and messaging
  • Support in processing purchase orders (PO's)
  • Assist in preparing presentations and updates for internal audiences, such as companywide meetings, leadership meetings, summaries of board meetings
  • Serve as thought partner and coach to executives where needed, providing analysis, recommendations, and diverse perspectives
  • Assist in managing special projects to ensure initiatives are executed with the appropriate allocation of resources
  • Provides support with diverse, complex, and confidential administrative duties as needed
  • Customer Managing Focus
  • Comfortable interacting with Board members on confidential matters
  • Capable of managing complex expectations of multiple executives
  • Capable of coordinating board and committee meetings
  • Capable managing multiple schedules and individual demands
  • Capable of communicating in multiple mediums, including email, text, board portals
  • Capable of building presentations for delivery through various mediums (Board portals, email, Zoom, etc.)
  • Comfortable with the various meeting platforms, including Zoom, Teams, Google Meets, etc.
  • Comfortable organizing events for small and large audiences at multiple locations concurrently, including travel, technology, special gifts, etc.
  • Additional Duties and Functions as assigned.


Qualifications, Skills & Experience

  • Bachelor’s degree required, MA/MBA strongly preferred
  • 3 years or more of progressive experience supporting executives
  • Meticulous attention to detail, high sense of responsibility and urgency, and a generalist skill set to take on a wide range of high priority tasks in support of the CEO and executive team
  • Highest ethical standard. Be discreet and handle all activities in highly confidentiality
  • Demonstrated the ability to communicate at executive or board levels of large companies or organizations
  • The ability to be both strategic and tactical, with initiative, self-starting capabilities
  • Emotional intelligence and ability to establish strong and trusting relationships with colleagues
  • Excellent organizational change-management skills operating in matrix or other ambiguous, complex organizational structure
  • Excellent negotiation skills with the ability to work with and persuade hotels and vendors
  • Ability to work the business teams to coordinate meeting material, corporate gifts, etc.
  • Ability to travel as needed for business meetings and large events
  • Ability to persuade and influence without authority
  • Advanced knowledge using these tools (or similar) - Microsoft Office 365 Concur, Diligent, NitroPro, Adobe and Diligent


Abilities and Other Requirements: The ability to perform work in a variety of work environments from a professional office environment to branch environment to customer construction sites is required. Must be able to use standard office equipment such as computers, phones, photocopiers, and fax machines. In order to successfully perform the essential functions of this job, the employee is regularly required to sit, and to move about the various work environments to train, monitor and ensure compliance with all company sales requirements. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. The employee must be able to verbally communicate with employees, co-workers and customers in person and by phone. The employee must also be able to travel to various work environments. Frequent and extended overnight travel is required. Lastly, the employee must possess a valid driver’s license. 


Disclaimer: The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.


WillScot Mobile Mini is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status with respect to recruitment, hiring, promotion and other terms and conditions of employment. WillScot Mobile Mini takes affirmative action in support of this policy to employ and advance in employment individuals who are minorities, women, disabled, and veterans.


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