Administrative Assistant
Job Description
Reports to
President
Status
Full-time, non-exempt
Location
Arizona-based; occasional travel
Position Summary
The Administrative Assistant provides organizational, clerical, and coordination support across the corporation, a heavy civil and general construction contractor.
This is a high-trust, detail-driven role that keeps the organizations’ calendars, documents, communications, and logistics running smoothly. The right person is organized, discreet, proactive, and comfortable shifting between a construction operations context and a nonprofit program context within the same day.
Core Responsibilities (Both Organizations)
Manage calendars, schedule meetings, and coordinate travel and lodging for leadership and staff.Draft, proofread, and format correspondence, memos, agendas, and meeting minutes.Maintain organized digital and physical filing systems with consistent naming and version control.Process expense reports, intake invoices, and support bookkeeping by routing documents to the appropriate entity.Track action items from meetings and follow up to ensure deadlines are met.Serve as a professional first point of contact for calls, emails, visitors, and client coordination.Assist with project documentation: logging RFIs, submittals, and correspondence, and helping maintain project files.Coordinate with subcontractors, vendors, and clients (including tribal DOTs and federal contacts) to schedule meetings and gather paperwork.Support intake of certified payroll, accounts payable, and compliance documents for project records.Help assemble bid packages, meeting presentations, and progress report materials.Maintain equipment, insurance, licensing, and certification records and track renewal dates.Provide logistics support for trainings and annual events.Maintain membership, sponsor, and contact records, and support outreach and follow-up.Assist with the coompany newsletter, podcast, and communications administration (scheduling, formatting, distribution).Support grant and training program administration, including assembling submission packages and tracking deadlines.Help coordinate workshops and training sessions, including participant communications and materials.Required Qualifications
High school diploma or equivalent; associate’s degree or relevant coursework preferred.2+ years of administrative, office coordination, or executive support experience.Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new software.Excellent written and verbal communication, with strong attention to detail and accuracy.Proven ability to prioritize, multitask, and manage competing deadlines across multiple stakeholders.High level of discretion and professionalism handling confidential business, financial, and personnel information.Preferred Qualifications
Familiarity with construction administration, government/federal contracting, or nonprofit operations.Experience with federal grantsUnderstanding of or experience working with tribal communities and a commitment to respectful engagement.Bookkeeping or basic accounting familiarity (e.g., QuickBooks).Key Competencies
Organization and follow-throughAdaptability across two distinct work contextsInitiative and sound judgment with limited supervisionClear, professional communicationReliability and confidentiality Read Less