Arizona executive assistant employment contract template

Arizona Executive Assistant Employment Contract

This Arizona Executive Assistant Employment Contract (the “Agreement”) is made and effective as of [Date] by and between [Employer Legal Name], a [State] [Entity Type] with its principal place of business at [Employer Address] (“Employer”), and [Executive Assistant Legal Name], residing at [Executive Assistant Address] (“Executive Assistant”).

1. Employment

• Option A: Employer hereby employs Executive Assistant, and Executive Assistant hereby accepts employment with Employer, upon the terms and conditions hereinafter set forth.
• Option B: Employer wishes to engage Executive Assistant as a full-time employee to provide executive assistance services to Employer, and Executive Assistant is willing to accept such employment, subject to the terms and conditions of this Agreement.

2. Position and Duties

• The Executive Assistant’s position is that of Executive Assistant.
• The Executive Assistant will report directly to [Name of Executive] (or designated executive) and may have dotted-line reporting relationships as assigned.
• The Executive Assistant’s duties shall include, but are not limited to:
  • Calendar management
  • Executive scheduling
  • Email and correspondence organization
  • Travel planning (domestic and international), compliance with employer’s travel policies
  • Meeting preparation (agenda drafting, minutes, materials)
  • Confidential document management
  • Project tracking
  • Expense report preparation
  • Vendor liaison
  • Office operations support
  • Personal task handling for the executive (as agreed upon, see Section [Section Number])
  • Maintaining executive’s professional and personal confidentiality
  • Acting as a gatekeeper for internal/external communications.
• Option A: Employer may modify Executive Assistant’s job duties as business needs require, upon reasonable notice.
• Option B: Any significant changes to the job duties will be discussed and agreed upon in writing by both parties.

3. Qualifications

• Minimum Education: [Specify Required Education Level]
• Years of Experience: [Number] years of administrative/EA experience
• Technical Skills: Advanced proficiency with Microsoft Office Suite, scheduling software (e.g., [Software Name]), virtual meeting platforms (e.g., Zoom, Teams).
• Other Skills: Discretion, excellent written and oral communication abilities.

4. Work Location and Remote Work

• The principal work location is [Address], Arizona.
• Option A: Remote work may be permitted subject to Employer’s telecommuting policy. Requisite in-person availability will be determined by Employer.
• Option B: This position is primarily remote, but requires in-person attendance at [Frequency] at [Location].
• The Executive Assistant must adhere to Employer’s workplace safety policies (adhering to Arizona OSHA regulations) and data security policies for remote work.

5. Employment Type and Work Hours

• The employment is full-time.
• Core business hours are [Start Time] to [End Time], Monday through Friday.
• Option A: On-call availability may be required as needed.
• Option B: On-call availability is not required.
• Overtime: Overtime work requires prior authorization from [Name/Title]. Overtime will be compensated in accordance with Arizona wage and hour laws and the FLSA.

6. Compensation

• Option A: Annual salary of [Amount], payable [Frequency] on [Day].
• Option B: Hourly rate of [Amount], payable [Frequency] on [Day].
• Overtime will be paid at a rate of one and one-half (1.5) times the regular hourly rate for all hours worked over forty (40) in a workweek, as required by Arizona law and the FLSA.
• Option A: Executive Assistant is eligible for a merit-based/executive performance bonus based on [Criteria].
• Option B: Executive Assistant is not eligible for a bonus.
• Salary reviews will be conducted annually.
• Option A: Employer will provide a mobile phone stipend of [Amount] per month.
• Option B: Employer will provide a company-issued mobile phone.
• Travel reimbursement will be provided in accordance with Employer’s expense reimbursement policy. All expenses must be documented and approved by [Name/Title].

7. Benefits

• Employer-provided health insurance: [Plan Details]
• Employer-provided dental insurance: [Plan Details]
• Employer-provided vision insurance: [Plan Details]
• Retirement plan: [401(k) or Other Plan Details]
• Paid time off: [Number] days per year.
• Personal/vacation days: [Number] days per year.
• Employer-observed Arizona and federal holidays: [List of Holidays]
• Leave policies: Consistent with FMLA and Arizona’s Fair Wages and Healthy Families Act (if applicable).
• Option A: Eligibility for professional development or continuing education support, subject to Employer approval.
• Option B: No professional development or continuing education support is provided.

8. Office Resources and Support

• Employer will provide a computer, mobile phone (if applicable, see Section 6), secure email, and scheduling tools.
• Arizona-mandated workplace posters/notices will be displayed in the workplace.

9. Ownership of Work Product

All documents, communications, and materials generated in the scope of employment are the sole property of Employer.

10. Confidentiality and Non-Disclosure

The Executive Assistant shall maintain the confidentiality of all sensitive organizational, financial, and personal information of the executive and company, including but not limited to privileged executive and corporate information, social security numbers, client/vendor lists, and non-public company developments.

This confidentiality obligation shall survive termination of employment.

11. Conflicts of Interest

The Executive Assistant shall not engage in any outside employment or consulting work that could affect employee performance or violate Employer policies.

The Executive Assistant must disclose any potential conflicts of interest to Employer and obtain Employer approval.

12. Behavioral and Professional Standards

The Executive Assistant shall adhere to high standards of professionalism, including appropriate attire, communication etiquette, and management of confidential information.

The Executive Assistant shall be responsible for proper records retention (with attention to any Arizona business records statutes).

The Executive Assistant shall promptly report any instances of harassment, retaliation, or ethical concerns in line with Employer and Arizona EEOC guidelines.

13. Restrictive Covenants

• Option A: Non-Compete Clause: During the term of employment and for a period of [Number] months following termination of employment, the Executive Assistant shall not, directly or indirectly, engage in any business that competes with Employer within a [Radius] mile radius of [Location].
• Option B: Non-Solicitation Clause: During the term of employment and for a period of [Number] months following termination of employment, the Executive Assistant shall not solicit any of Employer’s executives, clients, or proprietary contacts.
• Option C: No Restrictive Covenants.

14. At-Will Employment and Termination

This is an at-will employment relationship, meaning that either party may terminate the employment relationship at any time, with or without cause or notice, subject to the following:

• Resignation: The Executive Assistant shall provide [Number] weeks written notice of resignation.
• Termination: Employer may terminate employment with or without cause, subject to applicable Arizona and federal laws.
• Upon termination, the Executive Assistant shall return all company property.
• Final Wage Payment: Final wages will be paid in accordance with Arizona law.
• Handling of Accrued PTO: [Specify policy on payout of accrued but unused PTO]

15. Anti-Discrimination and Equal Opportunity

Employer is an equal opportunity employer and prohibits discrimination and harassment of any kind based on race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, or veteran status.

The Executive Assistant should report any concerns regarding discrimination or harassment to [Name/Title].

Employer prohibits retaliation against anyone reporting concerns in good faith.

16. Dispute Resolution

Employer encourages resolution of disputes through its internal complaint process.

• Option A: Any disputes arising out of or relating to this Agreement shall be resolved through mediation in Maricopa County, Arizona.
• Option B: Any disputes arising out of or relating to this Agreement shall be resolved through binding arbitration in Maricopa County, Arizona, in accordance with the rules of the American Arbitration Association.

This Agreement shall be governed by and construed in accordance with the laws of the State of Arizona. The courts of Maricopa County, Arizona shall have jurisdiction over any legal proceedings.

17. Performance Review

The Executive Assistant’s performance will be reviewed [Frequency] by [Name/Title].

18. Background Checks and References

Employment is contingent upon satisfactory completion of background checks and reference checks.

• Option A: Fingerprinting may be required.
• Option B: Fingerprinting is not required.

19. Data Privacy and Cybersecurity

The Executive Assistant shall comply with Employer’s data privacy and cybersecurity policies.

The Executive Assistant shall protect the confidentiality and security of electronically stored executive documents.

The Executive Assistant shall comply with all applicable Arizona consumer data protection statutes.

20. Workers’ Compensation and Workplace Safety

Employer provides workers’ compensation coverage as required by Arizona law.

Employer complies with Arizona Division of Occupational Safety and Health (ADOSH) regulations.

21. Occupational Health and Mental Health Resources

Employer offers access to [Employee Assistance Program/Mental Health Resources].

22. Role-Specific Executive Preferences

• Option A: The Executive Assistant may be required to perform personal errands, household management, or driver duties for the executive, as agreed upon. Compensation for such services will be [Specify Compensation].
• Option B: The Executive Assistant will not be required to perform any personal errands, household management, or driver duties for the executive.

23. Modification of Agreement

Employer reserves the right to revise employment policies and this Agreement as needed, subject to applicable Arizona regulations.

Employer will provide [Number] days advance notice of any substantive changes to this Agreement.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Employer Legal Name]

By: [Name of Authorized Representative]

Title: [Title of Authorized Representative]

[Executive Assistant Legal Name]

Signature:

Date: