Executive Assistant

Description

Walters & Wolf is a leading Specialty Construction Company in Gilbert, Arizona. We specialize in commercial glass and glazing and doors, frames, and hardware. We are seeking candidates that characterize themselves as dedicated, hardworking, high integrity, and team oriented. Walters & Wolf's company culture surrounds itself with exceptional customer service and quality products. Our culture is built on determination, trust and family values which sets us apart from all competitors!


We are currently seeking an Executive Assistant to serve as the central hub of our office. This is a long-term career opportunity with a stable, well-established company known for employee longevity.


The Executive Assistant will provide front desk reception, executive administrative support, and accounting assistance while helping ensure the efficient day-to-day operation of our office.This is a full-time position with a Monday through Friday schedule, 7:30 AM to 4:30 PM. The ideal candidate is professional, customer-focused, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and a positive attitude.


Responsibilities:

Front Desk

• Serve as the first point of contact by answering and directing incoming phone calls and greeting visitors.
• Manage incoming mail, faxes, and deliveries, including courier and shipping requests.
• Scan and distribute accounts receivable payments and employment applications.
• Maintain the conference room and reception area to ensure a professional, organized appearance.

Executive Support

• Screen executives' phone calls and sort incoming mail
• Maintain Outlook calendars and contacts for executives
• Schedule meetings, coordinate travel arrangements, and respond to day-to-day executive requests
• Coordinate lunch orders for meetings; plan and execute the annual Senior Leadership meeting
• Reconcile executive expense reports
• Coordinate facility maintenance services, including janitorial, window cleaning, and carpet cleaning
• Manage company vehicle accident claims
• Coordinate customer and vendor appreciation efforts, including holiday cards and gifts.
• Track incoming gifts, prepare and send thank-you cards.

Office & Accounting Support

• Serve as backup support by entering purchase orders and receivers as needed
• Reconcile monthly fuel card invoices
• Order and maintain office, kitchen, coffee, and paper supplies to ensure the office remains fully stocked.
• Purchase forms, stationery, and office furniture, and maintain inventory of copier paper and office supply stations.
• Coordinate printer maintenance, including toner replacement and repair service.
• Recognize employee birthdays by coordinating celebratory emails and treats
• Provide support for the company's monthly newsletter and other internal communications

Requirements

Qualifications:

• Proven reliability with strong attendance and a stable employment history.
• Professional, courteous, and customer-focused communication skills, both in person and over the phone.
• Excellent organizational and time management skills with the ability to prioritize multiple tasks and adapt to changing demands.
• High level of discretion and ability to handle confidential information.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Strong attention to detail and commitment to providing exceptional administrative support.
• Previous administrative, executive assistant, receptionist, or office support experience preferred.
• Interest in building a long-term career with a collaborative and established organization.