Executive Assistant Phoenix

Willmeng Construction, Inc.; Phoenix (AZ); Hybrid; USD 70,000 - 110,000; Full time

Benefits offered by this job

Employee Stock Ownership Plan

Discretionary annual bonus

401k with employer match

Medical, dental, and vision insurance

Flexible Time Off Policy

Paid holidays

Parental bonding leave

Job summary

Willmeng Construction, Inc. is seeking an experienced Executive Assistant to act as a strategic partner to our executive leadership.

The role focuses on creating efficiencies, managing priorities, and enabling leaders to operate effectively in a fast-paced, high-growth environment across our Energy Business Development Group. You will support multiple senior leaders with executive calendar management, travel planning, communications, and project coordination, while maintaining discretion and

Qualifications

• 5–8+ years of executive assistant or senior administrative support experience, including direct support of C-suite or senior leadership.
• Bachelor's degree preferred.

Responsibilities

• Own and proactively manage executive calendars and scheduling priorities.
• Coordinate internal standing meetings, one-on-ones, leadership meetings, and impromptu scheduling changes.
• Manage external client meetings and executive availability.
• Prepare agendas, meeting materials, and executive briefing documents.
• Administer meeting workflows, notes, and follow-up tracking.
• Draft and manage executive correspondence, scheduling communications, and stakeholder follow-ups.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion

Scheduling tools

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

AI tools

Collaboration platforms

Scheduling systems

Job description

Willmeng’s reputation as one of Arizona’s most reliable and quality general contracting firms is a direct result of our team and our commitment to hiring only the best.

Arizona-based Willmeng Construction is a 100-percent employee-owned general contractor that has been dedicated to helping our people build their “Genuine Place of Purpose” since 1977. We prioritize our exceptional company culture, which has us ranked in the Top 5 of the Phoenix Business Journal’s Best Places to Work for more than a decade and made us the only Arizona construction firm on the Inc. Best Workplaces list for three consecutive years. We have earned multiple appearances on AZ Big Media’s Most Admired Companies list, and ranked No. 1 for Healthiest Employers for two consecutive years.

Our people and our culture have also created an atmosphere that encourages going above and beyond for our clients and our community. Our team’s dedication to its craft has earned us NAIOP (CREDA) Arizona General Contractor of the Year six times, while at the same time donating more than $1 million annually to community organizations.

Our strategic vision focuses on supporting prelease transactions, competitively bidding projects of all sizes, and fostering our altruistic service culture by recruiting highly talented individuals of great character who want to make a genuine impact on our communities.

The Role

The Executive Assistant serves as a strategic partner to executive leadership by creating efficiencies, managing priorities, and enabling leaders to operate effectively in a fast-paced, high-growth environment.

This role goes beyond traditional administrative support and requires strong executive presence, sound judgment, technical proficiency, and the ability to proactively manage complex schedules, communications, travel, and follow-through. The Executive Assistant will support multiple senior leaders and help drive operational effectiveness across the Energy Business Development Group.

What you will accomplish

Executive Calendar & Schedule Management

• Own and proactively manage executive calendars and scheduling priorities.
• Coordinate internal standing meetings, one-on-ones, leadership meetings, and impromptu scheduling changes.
• Manage external client meetings and executive availability.
• Prioritize competing requests and protect executive focus time.
• Coordinate membership engagements and industry involvement including NAIOP, SIOR, AZ Forward, and related organizations.

Travel & Conference Coordination

• Coordinate complex executive travel arrangements including flights, hotels, transportation, dining reservations, and detailed itineraries.
• Manage conference registrations and executive participation logistics.
• Coordinate client dinners, networking events, and industry engagements.
• Anticipate travel disruptions and proactively resolve scheduling conflicts.

Meetings & Communication Support

• Prepare agendas, meeting materials, and executive briefing documents.
• Administer Bloom Growth meeting workflows, notes, and follow-up tracking.
• Draft and manage executive correspondence, scheduling communications, and stakeholder follow-ups.
• Track action items and proactively drive accountability and completion.
• Prioritize incoming requests and communications based on urgency and business impact.

Administrative & Organizational Management

• Assist with expense reports, invoices, and executive administrative workflows.
• Conduct research, prepare briefing materials, and support special projects.
• Organize and maintain confidential documents, files, and communications.
• Serve as a trusted operational partner for executive leadership.

Strategic Executive Partnership

• Anticipate leadership needs before they arise.
• Identify operational gaps and proactively recommend solutions.
• Help executives remain organized, responsive, and focused on strategic priorities.
• Operate with professionalism, discretion, and strong business judgment in highly visible situations.

What we would like you to have

• 5–8+ years of executive assistant or senior administrative support experience, including direct support of C-suite or senior leadership; Bachelor's degree preferred.
• Advanced proficiency in Microsoft Office Suite, collaboration platforms, AI tools, and scheduling and productivity systems.
• Exceptional organizational skills with the ability to manage complex calendars, executive travel, and multiple competing priorities simultaneously.
• Strong executive communication, relationship management, and interpersonal skills with the highest level of professionalism and discretion.
• Proactive problem-solver who anticipates needs, operates independently with minimal direction, and thrives in a fast-paced, dynamic environment.
• Construction, real estate, energy, or professional services industry experience is a plus.

You’re inspired by our values

• Altruistic - Our foundation is built upon the authentic, selfless concern we share for the success and wellbeing of others.
• Fair 360 - We illuminate with kindness by seeking to understand before being understood and by caring more than may seem reasonable so we can achieve genuine success for all.
• Strategic - The blueprint that guides the creation of a genuine place of purpose expresses the clarity of our vision, the rigor of our thought and the character of our word.
• Sincere - We present no facades, only genuine elevations of truth, trust, and wholehearted loyalty to the employees we mentor, the clients we serve and the communities we call home.
• Nimble - Our structural integrity is ensured through the balance of resourcefulness, responsiveness, and adaptability and strengthened by being well-rounded in the market to serve at the highest levels.

Compensation

Alongside cash, our total compensation package includes comprehensive benefits and 100% employee ownership. From wellness to work life, our benefits support our employees' total wellbeing.

• Employee Stock Ownership Plan
• Discretionary annual bonus
  
• 401k with employer match
• Employee medical, dental, and vision insurance 100% covered, with options to add dependents at 50% coverage by Willmeng
• Flexible Time Off Policy
• 9 paid company holidays
• 3 consecutive weeks of parental bonding leave, with an additional 3-5 weeks of disability leave for delivery recovery
• Spacious break rooms with healthy meals & snacks provided at no additional cost

Willmeng places nothing more important to the organizational health of the company than its overall focus on culture. By bringing different personalities together and embracing their individual contributions, the culture is rich, strong and uniquely different. With a true family feel and the opportunity to participate in building a genuine place of purpose for clients and employees, Willmeng has the distinct advantage of something exceptional and special in the culture.