Executive Administrative Assistant to Senior Leaders

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

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