Executive Administrative Assistant

Pulice; Scottsdale (AZ); On-site; USD 65,000 - 83,000; Full time

Benefits offered by this job

Comprehensive compensation package

Paid time off

401(k) / RRSP

Medical / Extended Health Care

Wellness benefits & Employee Assist. P

Tuition Reimbursement Program

Job summary

Pulice seeks an Executive Administrative Assistant in Scottsdale, AZ to provide comprehensive executive support, manage travel/expense processes, and track projects. This role collaborates with executive leadership and cross-functional teams in a dynamic construction environment.

The ideal candidate has 3+ years of related admin experience on construction projects, strong MS Office skills, and a proactive, service-oriented approach to coordinating meetings, events, and communications.

Qualifications

• High School Diploma or GED required.
• 3+ years of related administrative experience on a construction project.
• Proficient in MS Word and Excel.
• Advanced knowledge of construction industry processes.
• Familiar with subcontractor invoicing and cost coding.
• Strong initiative, organization and prioritization.
• Friendly, customer-service oriented.

Responsibilities

• Provide executive administrative support, travel and expense coordination, and project tracking.
• Greet visitors and direct them to meetings.
• Arrange domestic and international travel and prepare related documents.
• Submit travel and expense reports promptly and accurately.
• Coordinate programs, events, and conferences within budgets.
• Manage asset distribution and tracking for teams.
• Maintain conference rooms, bookings, and catering.
• Maintain contact information and calendars.
• Support office tech service requests and equipment.
• Perform clerical duties such as copying, typing, and reporting.

Skills

Office administration

Construction industry knowledge

Subcontractor invoicing

Accounts payable cost coding

Initiative

Organization

Customer service

Education

High School Diploma or GED

Tools

MS Word

MS Excel

MS PowerPoint

MS Office Suite

Job description

Overview

Are you seeking an integral role in office operations? As an Executive Administrative Assistant, you will provide administrative support, travel and expense administration and project tracking and communication to support executive leadership.

You will collaborate with industry experts and committed teams who value individualityand recognize achievements.

How You Will Make an Impact

• Provides executive administrative support, including data gathering, reporting, travel and expense coordination, project tracking and assists with company-wide and divisional communications.
• Greets and assists all visitors. Assists office staff by alerting arrival or directing visitors to appropriate meeting room.
• Arranges domestic and international detailed travel plans and itineraries, including multi segment and international booking, compiles documents for travel-related meetings.
• Collects, tracks and submits documentation for executive travel and expense reports in a timely and accurate manner.
• Arranges programs, events, or conferences including coordination of facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
• Coordinates asset distribution and tracking for assigned employee group or project.
• Maintains conference room and facility cleanliness and preparedness. Monitors conference room bookings and assists office staff reserving and coordinating meetings and catering.
• Maintains company and business contact information, seating and event calendar documents.
• Assists with service requests and maintenance on office communication technology, including office fax machine, printers, postage metering and specialty shipping vendor portals.
• Performs a variety of clerical duties, including making copies, typing memos, correspondence, reports and other documents as directed.

Who You Are

• High School Diploma or GED required.

• 3+ years related administrative experience on a construction project required.

• Experience using MS Office Suite, including Word and Excel required.

• Advanced knowledge of construction industry and project business procedures.

• Developing knowledge of subcontractor invoicing and accounts payable cost coding.

• Ability to work in MS Office Suite, including Word, PowerPoint and Excel required.

• Proven initiative, organization and self-prioritization required.

• Friendly disposition and customer service attitude required.

Why Join Our Team

Some of the benefits you may be eligible for as an employee are:

• Comprehensive compensation package and paid time off program
• Industry leading 401(k)/RRSP
• Medical/Extended Health Care, Dental, Vision and/or Provincial Medical
• Wellness benefits & Employee Assistance Program
• Tuition Reimbursement Program

We are an EEO/ADA/Veterans employer.

Salary Min

USD $65,000.00/Yr.

Salary Max

USD $83,200.00/Yr.