Admin - Executive Assistant

Quail Construction, 5555 East Van Buren Street #240, Phoenix, Arizona, United States of America

Job Description

Posted Tuesday, July 14, 2026 at 7:00 AM

Executive Administrative Assistant

We are seeking a highly skilled and experienced Executive Administrative Assistant to support our leadership team in a fast‑paced, dynamic environment. This role requires a polished professional who thrives under pressure, can seamlessly shift priorities, and anticipates needs before they arise.

The ideal candidate is proactive, detail‑oriented, and operates with a high level of discretion and professionalism. You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership. If you are someone who takes initiative, communicates effectively, and brings structure and efficiency to complex environments, we want to hear from you.

Executive Support and Core Administrative Responsibilities

Answer and direct phone calls, emails, and general inquiries

Greet visitors and maintain a professional front office environment

Manage Executive calendars, schedule meetings, and coordinate appointments

Assist with meeting setup (agendas, materials, notes, follow‑ups)

Prepare and distribute correspondence, memos, and reports

Maintain organized filing systems (electronic and physical)

Strategic Operations & Coordination

Order and manage office supplies and inventory

Coordinate office maintenance, vendors, and service requests

Support company events, training, and team activities

Coordinate detailed travel arrangements

Track key projects, deadlines, and deliverables to ensure execution

Assist Executives by gathering data, conducting research, and summarizing findings

Data Entry & Reporting

Assist with certified payroll reporting and compliance tracking

Review fuel reports and notate any discrepancies

Track and compile reports (KPIs, project tracking, or metrics)

Assist with document control and record retention

Update databases, spreadsheets, and company logs

HR & Compliance Support

Assist with tracking the recruiting system

Assist with onboarding (new hire paperwork, orientation scheduling)

Assist with Annual employee file audits and archives

Project & Department Support

Prepare documentation for licensing and application processes

COI – Insurance processing

Tracking & maintain business licensing renewals

Assist with project documentation and contract tracking

Maintain confidentiality of sensitive information

Demonstrate strong organizational and time‑management skills

Handle multiple priorities in a fast‑paced environment

Provide excellent customer service internally and externally

This is a Full‑Time, in office position

Benefits

PTO

401(k)

Medical

Vision insurance

Helix Traffic Solutions, LLC is an Equal Opportunity Affir...

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