Job Description

Executive Assistant

As an Executive Assistant you will be supporting our Pre-construction team and Senior Leadership. You will have the opportunity to work on a wide range of administrative services. To execute this role effectively the assistant should have a high degree of situational awareness and be technically proficient, able to work independently, proactive, flexible, adaptable, self-motivated, and a team player. Works effectively in a complex and demanding environment while maintaining a professional attitude and demeanor. The role necessitates collaborating across multiple projects and departments and a successful candidate must be a capable communicator, fast learner, adept at managing multiple responsibilities and able to work collaboratively.

This position is based out of our AERO Arizona office at 21605 N Central Ave, Phoenix AZ, 85024.

Responsibilities

• Manage day to day administrative needs including: Coordination of department meetings and event, Type notes and create documentation, Prepare Monthly reports on budget and other activities, Arrange travel and handle expense reporting, Answer phone and relay messages in a timely manner, Support scheduling needs.
• Organize and maintain filing system (electronic and paper files) as needed to support office functions.
• Prepare metrics reports for management review.
• Assist with PowerPoint presentation preparation and documents for executive meetings.
• Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals.
• Support overall leadership needs
• Perform other tasks and duties required for this position.

Qualifications

• Minimum 5+ years of Executive or Sr. Administrative experience supporting multiple senior managers.
• Prior experience working in a Construction organization is highly desirable.
• Must be organized. This includes time management, being task-orientated, and setting and meeting deadlines.
• Microsoft Office proficiency including Word, Excel, PowerPoint, and SharePoint
• Good attention to detail, with the ability to recognize discrepancies
• Ability to work extended hours as needed
• Team player with high energy, positive personality, and a proactive/go-getter approach.
• Strong ethics that will reflect positively on the company
• Excellent interpersonal skills, ability to establish credibility as a strong performer and ability to work effectively with people at all levels of the organization
• A high level of intelligence, analytical problem solving, critical thinking, planning and organizing skills
• Outgoing and thrives in a fast-paced and changing environment, with the ability to deal with and manage change
• Enjoys working with all levels of the organization and supporting a variety of needs
• Good listening skills
• Strong written, oral, presentation and visual communication skills.
• Bachelor's Degree or equivalent experience preferred

Other Requirements:

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment.
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.

We offer our fulltime staff employees a comprehensive benefits package that's among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.

Equal Opportunity Employer, including disability and protected veteran status.

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