Administrative Assistant

Private Corporation; Arizona; On-site; USD 38,000 - 52,000; Full time

Job summary

Private Corporation in Arizona seeks an Administrative Assistant to provide organizational and clerical support across the corporation, a heavy civil and general construction contractor.

The successful candidate will manage calendars, coordinate travel, draft correspondence, and maintain filing systems while handling project documentation and communications across construction and nonprofit program contexts within the same day.

Qualifications

• High school diploma or equivalent required.
• 2+ years in administrative or executive support.
• Proficiency with Microsoft Office; adaptable to new software.
• Preferred: associate's degree or relevant coursework.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel.
• Draft, proofread, and format correspondence and minutes.
• Maintain filing systems with consistent naming and version control.
• Process expense reports and invoices; support bookkeeping routing.
• Coordinate with subcontractors and clients to schedule meetings.
• Support trainings, events, and grant/training program administration.
• Maintain records for insurance, licensing, certification; renewals.
• Assist with project documentation and communications administration.

Skills

Calendar management

Travel coordination

Communication

Office coordination

Documentation

Education

High school diploma or equivalent

Associate’s degree or relevant coursework

Tools

Outlook

Word

Excel

PowerPoint

Microsoft Office

Job description

Job Description

Administrative Assistant

Reports to

President

Status

Full-time, non-exempt

Location

Arizona-based; occasional travel

Position Summary

The Administrative Assistant provides organizational, clerical, and coordination support across the corporation, a heavy civil and general construction contractor.

This is a high-trust, detail-driven role that keeps the organizations’ calendars, documents, communications, and logistics running smoothly. The right person is organized, discreet, proactive, and comfortable shifting between a construction operations context and a nonprofit program context within the same day.

Core Responsibilities (Both Organizations)

• Manage calendars, schedule meetings, and coordinate travel and lodging for leadership and staff.
• Draft, proofread, and format correspondence, memos, agendas, and meeting minutes.
• Maintain organized digital and physical filing systems with consistent naming and version control.
• Process expense reports, intake invoices, and support bookkeeping by routing documents to the appropriate entity.
• Track action items from meetings and follow up to ensure deadlines are met.
• Serve as a professional first point of contact for calls, emails, visitors, and client coordination.
• Assist with project documentation: logging RFIs, submittals, and correspondence, and helping maintain project files.
• Coordinate with subcontractors, vendors, and clients (including tribal DOTs and federal contacts) to schedule meetings and gather paperwork.
• Support intake of certified payroll, accounts payable, and compliance documents for project records.
• Help assemble bid packages, meeting presentations, and progress report materials.
• Maintain equipment, insurance, licensing, and certification records and track renewal dates.
• Provide logistics support for trainings and annual events.
• Maintain membership, sponsor, and contact records, and support outreach and follow-up.
• Assist with the coompany newsletter, podcast, and communications administration (scheduling, formatting, distribution).
• Support grant and training program administration, including assembling submission packages and tracking deadlines.
• Help coordinate workshops and training sessions, including participant communications and materials.

Required Qualifications

• High school diploma or equivalent; associate’s degree or relevant coursework preferred.
• 2+ years of administrative, office coordination, or executive support experience.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new software.

Preferred Qualifications

• Familiarity with construction administration or now federal relational conc.

Key  Z