Executive Assistant to Leadership – Fast-Paced Ops

Quail Construction; Phoenix (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Quail Construction, part of the Helix Traffic Solutions network, is seeking an Administrative Assistant to support our leadership team in a fast-paced environment. You will manage calendars, coordinate travel, and handle a variety of administrative tasks with discretion.

The role emphasizes proactive communication, organization, and the ability to juggle multiple priorities while providing excellent internal and external service.

Qualifications

• The ideal candidate is proactive, detail-oriented, and operates with a high level of discretion and professionalism.
• You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership.

Responsibilities

• Answer and direct phone calls, emails, and general inquiries
• Greet visitors and maintain a professional front office environment
• Manage Executive calendars, schedule meetings, and coordinate appointments
• Assist with meeting setup (agendas, materials, notes, follow-ups)
• Prepare and distribute correspondence, memos, and reports
• Maintain organized filing systems (electronic and physical)
• Support data entry, reporting, and document control
• Maintain confidentiality of sensitive information

Skills

Administrative support

Calendar management

Executive assistance

Communication

Job description

Quail Construction, part of the Helix Traffic Solutions network, is seeking an Administrative Assistant to support our leadership team in a fast-paced environment. You will manage calendars, coordinate travel, and handle a variety of administrative tasks with discretion.

The role emphasizes proactive communication, organization, and the ability to juggle multiple priorities while providing excellent internal and external service.