Admin - Executive Assistant

Quail Construction; Phoenix (AZ); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

PTO

401(k)

Medical

Vision insurance

Job summary

Quail Construction in Phoenix, AZ is seeking an Executive Administrative Assistant to support our leadership team in a fast-paced, in-office setting. The role requires a polished, discreet professional who can manage changing priorities with ease and provide proactive, organized support to executives.

The position covers executive calendar management, meeting preparation, travel coordination, data handling, and cross-functional administrative tasks across HR, operations, and project support.

Qualifications

• Polished professional with discretion and professionalism.
• Proactive, detail-oriented and able to manage multiple priorities.
• Comfortable supporting leadership in a fast-paced, dynamic environment.

Responsibilities

• Answer and direct phone calls, emails, and inquiries; greet visitors and maintain front-office professionalism.
• Manage executives' calendars, schedule meetings, and coordinate arrangements; assist with meeting setup and follow-ups.
• Prepare and distribute correspondence, memos, and reports; maintain organized electronic and physical filing systems.
• Support HR tasks such as onboarding, file audits, and recruiting-system tracking; assist with annual audits and archives.
• Prepare licensing documentation, manage COI processing, and track business licensing renewals; maintain confidentiality of sensitive information.

Job description

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...