Administrative Assistant

Ausenco; Tucson, Northern (AZ, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Ausenco is seeking an Administrative Assistant to support our Tucson team. The role focuses on proactive executive support, managing complex calendars, coordinating domestic and international travel, and preparing professional documents and materials.

The position is full-time on-site in Tucson, with potential for part-time arrangements for the right candidate. The successful candidate will collaborate across functions to enhance efficiency and stakeholder experience, while maintaining

Qualifications

• Minimum 5 years of experience providing administrative or executive support to senior leaders, preferably within a professional services, consulting, engineering, mining, infrastructure, or project-based environment.

Responsibilities

• Provide proactive administrative support to the Vice President and other senior leaders, helping to drive operational effectiveness and ensure day-to-day priorities are executed efficiently.
• Manage complex calendars, coordinating meetings, workshops, site visits, and events while balancing competing priorities and stakeholder needs.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, logistics, and expense reporting.
• Prepare, review, and distribute presentations, reports, correspondence, meeting materials, and other business documents with a high degree of accuracy and professionalism.
• Support leadership with business planning activities, strategic initiatives, and special projects by coordinating deliverables, tracking actions, and ensuring timely follow-through.
• Organize and facilitate leadership meetings, team meetings, and business events, including scheduling, agenda preparation, minute-taking, action tracking, room bookings, catering, and technology requirements.
• Maintain and enhance administrative processes, identifying opportunities to improve efficiency, organization, and overall team effectiveness.
• Collaborate with colleagues across functions to support business objectives, facilitate communication, and ensure a positive employee and stakeholder experience.
• Manage confidential and sensitive information with discretion, professionalism, and sound judgment.
• Provide general administrative support, including document management, filing, scanning, records organization, and preparation of project and corporate materials.
• Ensure meeting rooms and shared workspaces are professional, organized, and ready to support collaborative discussions and client interactions.
• Provide reception support and front-office coverage as needed.
• Contribute to a positive, collaborative workplace culture and support additional administrative and coordination activities as required.

Skills

Executive support

Calendar management

Travel coordination

Meeting coordination

Document preparation

Tools

Microsoft Office Suite

Job description

Administrative Assistant

Ausenco is a fast-growing company with big ideas. We redefine what’s possible in some of the world’s most complex projects and toughest environments.Delivering innovative, value-add consulting, project delivery, asset operations and maintenance solutions is what we do. From 22 offices in 10 countries, with projects in over 80 locations worldwide, we create sustainable outcomes for our people, clients, and communities.

We’re seeking an Administrative Assistant to support our Tucson team. While this opportunity is intended as a full-time position, we are open to considering candidates seeking part-time hours for the right individual with the skills and experience to make an impact.

About the role

• Provide proactive administrative support to the Vice President and other senior leaders, helping to drive operational effectiveness and ensure day-to-day priorities are executed efficiently.
• Manage complex calendars, coordinating meetings, workshops, site visits, and events while balancing competing priorities and stakeholder needs.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, logistics, and expense reporting.
• Prepare, review, and distribute presentations, reports, correspondence, meeting materials, and other business documents with a high degree of accuracy and professionalism.
• Support leadership with business planning activities, strategic initiatives, and special projects by coordinating deliverables, tracking actions, and ensuring timely follow-through.
• Organize and facilitate leadership meetings, team meetings, and business events, including scheduling, agenda preparation, minute-taking, action tracking, room bookings, catering, and technology requirements.
• Maintain and enhance administrative processes, identifying opportunities to improve efficiency, organization, and overall team effectiveness.
• Collaborate with colleagues across functions to support business objectives, facilitate communication, and ensure a positive employee and stakeholder experience.
• Manage confidential and sensitive information with discretion, professionalism, and sound judgment.
• Provide general administrative support, including document management, filing, scanning, records organization, and preparation of project and corporate materials.
• Ensure meeting rooms and shared workspaces are professional, organized, and ready to support collaborative discussions and client interactions.
• Provide reception support and front-office coverage as needed.
• Contribute to a positive, collaborative workplace culture and support additional administrative and coordination activities as required.

About You

• Minimum 5 years of experience providing administrative or executive support to senior leaders, preferably within a professional services, consulting, engineering, mining, infrastructure, or project-based environment.
• Proven ability to effectively manage competing priorities, balance multiple deadlines, and adapt to changing business needs in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail, accuracy, and follow-through.
• Highly proactive and self-motivated, with the ability to work independently while managing priorities with minimal supervision.
• Proven ability to handle confidential and sensitive information with discretion, professionalism, and integrity.
• Strong interpersonal and communication skills, with a demonstrated ability to build positive working relationships across all levels of an organization and represent the team professionally with internal and external stakeholders.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teams, and other business software and collaboration tools.
• Strong meeting coordination, travel management, document preparation, and executive support capabilities.
• A commitment to collaboration, continuous improvement, and contributing to a positive and inclusive team culture.

We’re committed to a fair and human hiring process. All applications are reviewed by a member of our team and are not automatically screened or rejected by AI.

Why Ausenco?

We support individual growth and aim to allow you to work in a way that plays to your strengths. Beyond a competitive remuneration package we offer:

Career advancement- Embark on a journey of continuous growth through technical training, mentorship initiatives, and networking opportunities

Holistic approach to wellness- Take a proactive approach to your overall wellbeing. Access to confidential counselling, information services and a benefits program that supports your health & wellness

Accessible leadership team- Work with highly reputable industry leaders who value your contribution.

Our people don’t settle for the status quo. If you have an entrepreneurial spirit and want to help set a new standard in sustainability, we’ll help you find your place. This means working with you to develop a unique career path and skillset to match your ambition.

We’re proud of the work we do, and we do it within a culture that is open, honest, and cooperative. We have a history of attracting visionary people who embrace challenges and deliver creative solutions for every project, and your voice is an important part of the conversation.

As a global company we embrace and encourage diversity in its fullest sense - gender identity, gender expression, sexual orientation, age, experience, nationality, colour, language, religion, location, disability, education, skills, working styles and time availability. Our work environments are based on mutual trust and respect for the rights and opportunities of every individual.

Salary isdeterminedby factors such as qualifications, relevant years of experience, and prevailing market conditions for the specific role.

Join us and work a better way.