Associate Executive Specialist

About This Role

Wells Fargo is seeking an Associate Executive Specialist to support members of the Talent Acquisition Leadership Team. This role will manage complex scheduling, executive communications, business travel, expenses, leadership meetings, and other activities that enable leaders and their teams to operate effectively. The Associate Executive Specialist will serve as a trusted partner to senior leaders and collaborate with stakeholders across Talent Acquisition, Human Resources, and the enterprise. The position will anticipate business needs, help leaders prioritize their time, coordinate leadership routines and events, and support the consistent execution of organizational priorities. The individual will exercise sound judgment, discretion, and careful attention to internal policies while managing multiple priorities in a complex and evolving environment. The position will also identify opportunities to improve administrative processes, streamline workflows, and enhance team effectiveness through technology, automation, and other available tools.

Key Responsibilities

• Manage complex executive calendars, scheduling priorities, travel arrangements, expenses, inbox management, and administrative activities that support senior leadership effectiveness.
• Coordinate leadership meetings by preparing agendas, developing materials, capturing key decisions, documenting action items, and ensuring timely follow-up.
• Serve as a delegate for designated executive activities, including expense approvals, invoice approvals, and other business processes in accordance with internal policies and procedures.
• Act as a trusted operational partner by helping leaders prioritize work, optimize time, and manage competing business demands.
• Draft, review, and distribute executive communications, presentations, organizational updates, and leadership materials.
• Coordinate in-person and virtual meetings, leadership offsites, and events, including logistics, venue management, stakeholder communications, and meeting support.
• Partner with internal teams to support cross-functional initiatives, organizational priorities, and enterprise activities while maintaining alignment across stakeholders.
• Provide project coordination support by tracking deliverables, managing action plans, monitoring deadlines, and escalating risks or issues as appropriate.
• Support business operations activities, including onboarding coordination, technology requests, organizational reporting, office management activities, and maintenance of organizational resources.
• Identify opportunities to improve administrative processes, streamline workflows, and enhance operational effectiveness through technology, automation, and process optimization.

Requirements & Tech Stack

• 6+ months of Executive Administration experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education.
• Hybrid work schedule

Desired Qualifications

• Experience supporting senior executives or leadership teams within a large, complex organization.
• Experience supporting Talent Acquisition, Recruiting Operations, Human Resources, or Human Capital functions.
• Ability to track deliverables, manage follow-up activities, and support successful execution of business priorities and projects.
• Strong written and verbal communication skills with the ability to develop executive communications, presentations, reports, and data-driven materials, while building effective partnerships and collaborating across multiple functions, teams, and organizational levels.
• Experience managing complex calendars, executive travel, expenses, meeting coordination, and administrative operations.
• Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to anticipate business needs, exercise sound judgment, and operate with a high degree of discretion and professionalism.
• Experience coordinating leadership meetings, organizational events, offsites, and stakeholder engagement activities.
• Experience in identifying process improvement opportunities and implementing solutions that enhance efficiency and operational effectiveness.
• Experience leveraging AI technology, automation, and digital tools to improve productivity, communication, and workflow management.

Location

• 2222 W. Rose Garden Ln. - Phoenix, AZ 85027
• 2700 S. Price Rd. - Chandler, AZ 85286