Executive Administrative Assistant

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

Benefits offered by this job

Comprehensive compensation & PTO

401(k)/RRSP plan

Medical, Dental, Vision

Wellness benefits & EAP

Tuition reimbursement

Job summary

Pulice in Scottsdale, AZ is seeking an Executive Administrative Assistant to support executive leadership with administrative duties, travel and expense management, and project tracking. The role collaborates with industry experts and teams, ensuring efficient operations and clear communication.

Ideal candidates have a high school diploma or GED, 3+ years of construction project administration, and strong MS Office skills.

Qualifications

• High School Diploma or GED required.
• 3+ years of administrative experience on a construction project.
• Experience with MS Office, especially Word and Excel.
• Knowledge of construction industry and project business procedures.
• Understanding subcontractor invoicing and cost coding.
• Strong initiative, organization, and prioritization.

Responsibilities

• Provide executive administrative support including data gathering, travel and expense coordination, and project tracking.
• Greet visitors and direct them to meeting rooms; assist office staff.
• Arrange domestic and international travel plans and itineraries, including multi segment and international booking.
• Prepare and submit travel and expense documentation for executives in a timely and accurate manner.
• Coordinate events, conferences, and catering within budgets.
• Manage asset distribution and track for the assigned employee group or project.
• Maintain conference rooms and schedule meetings and catering.
• Maintain company contacts and calendar documents.
• Support office technology services and perform routine clerical tasks.

Skills

Organization

Time management

Communication

Customer service

Construction industry knowledge

Subcontractor invoicing

Education

High School Diploma or GED

Tools

MS Word

MS Excel

MS PowerPoint

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.