Executive Assistant & Office Manager (Hybrid)

Executive Assistant to CEO 
Location: Scottsdale, Arizona (Onsite/Hybrid)
Salary: $60,000 - $85,000 depending on experience
Reports To: CEO 
 

*This role will report to our Scottsdale HQ office Monday-Thursday 8 am – 5 pm with remote work on Friday. This role will also require evening and/or weekend availability 2-3 times/year when assisting with local events or meeting coordination. 

WHO WE ARE 
Mashura LLC is the industry leader in Inventory Intelligence for healthcare. We design and deliver innovative software and hardware solutions that empower dental, veterinary, lab, and academic facilities to control, optimize, and maximize their operations. 
 
With a presence in over 3,500 healthcare organizations worldwide, our mission is simple: transform inventory operations into strategic advantages. Whether it’s through our cutting edge platforms, CUBEX for veterinarians or ZIMBIS for dental practices, we help healthcare providers reduce risk, boost profitability, and enhance operational efficiency. 
 
Join us as we continue building the future of intelligent inventory management, simplifying complexity so our customers can focus on what matters most, exceptional patient care. 

 
THE OPPORTUNITY  
We are seeking a highly organized, proactive, and experienced Executive Assistant to support our CEO and help support and manage our Scottsdale office. This role requires exceptional multitasking abilities, attention to detail, and the capacity to manage sensitive and confidential information with discretion. The ideal candidate will be a master of efficiency, a problem solver, and a trusted right-hand to our executive team. 

WHAT YOU’LL DO 

• Calendar Management: Coordinate and manage the CEO's calendar, including scheduling meetings, appointments, and events. Ensure all engagements are well-organized and the CEO is adequately prepared. 
• Expense Management: Upload and manage receipts in Abacus, ensuring accurate and timely expense reporting. 
• Travel Arrangements: Plan and coordinate travel arrangements for the CEO and select executives, including booking flights, hotels, transportation, and itineraries. Handle any travel-related issues promptly and efficiently. 
• Communication: Serve as the primary point of contact between the CEO, internal staff, and external stakeholders. Manage correspondence, screen calls, and respond to inquiries as appropriate. 
• Meeting Planning, Budgeting, and Coordination: Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items.  Research and book offsite meeting locations, hotels, and restaurant reservations. 
• Document Management: Maintain and organize confidential files, records, and documents. Prepare reports, presentations, and other documents as needed. Ability to manage and track project budgets year over year. 
• Office Management: Assist with office management tasks, coordinating with the office manager to ensure smooth operations and handling any office needs such as kitchen supply/food ordering, conference room scheduling, etc.  Will require local travel between HQ Office and warehouse location when needed. 
• Special Projects: Provide support for special projects and initiatives as directed by the CEO and executive team.  This includes creation and management of project boards using Monday, Excel or other tools as directed by Cubex Executive Leadership.  
• Relationship Management: Build and maintain positive relationships with clients, partners, and other stakeholders. 
• Event Coordination: Assist with all employee/HQ based event planning and coordination such as researching locations, requesting quotes, arranging meals, decorating/setting up the space, greeting guests.  Managing expenses for all events to ensure budgetary guidelines are met and achieved.   
• Swag and Employee Gifting:  Help manage, order and distribute employee onboarding kits, packing and mailing of swag items to the field based team. 

WHAT WE’RE LOOKING FOR 

• Minimum of 2-3 years of experience as an Executive Assistant, preferably supporting C-level executives 
• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks effectively 
• Excellent written and verbal communication skills 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 
• Experience with expense management systems (Emburse or Concur preferred) 
• Proven ability to handle sensitive and confidential information with discretion 
• High attention to detail with strong problem-solving skills 
• Self-starter with the ability to work independently and take initiative 
• Flexible and adaptable in a fast-paced environment with shifting priorities 
• Collaborative mindset with the ability to contribute ideas that support team culture 

PREFERRED QUALIFICATIONS 

• Bachelor’s degree in Business Administration, Management, or a related field

WHO YOU ARE 

• High level of professionalism and integrity.
• Strong interpersonal skills and the ability to work effectively with diverse groups. 
• Proactive and resourceful with a positive attitude. 
• Ability to thrive in a fast-paced, dynamic environment.