Executive Assistant / Marketing Support

Job Description

Job Description

Join our Hazen team and help make the world a better place by delivering exceptional client service in all things water®. Hazen is a creative, employee-owned firm with minimal bureaucracy, where employees are empowered to thrive.

Hazen is seeking a highly organized, proactive, and detail-oriented professional to support executive leadership and marketing initiatives within our Intermountain Region and Tempe office. This role is ideal for someone who thrives in a fast-paced technical environment, anticipates needs before they arise, and operates with a high degree of professionalism and discretion. The successful candidate will serve as a trusted partner to senior leaders while also playing a key role in marketing coordination, recruiting logistics, and office operations.

Why Hazen and Sawyer:

• Founded in 1951 by the son of Allen Hazen (developer of the Hazen-Williams equation), we are an employee-owned company with a singular focus on "all things water."
• Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management.
• We foster a work environment low on bureaucracy and high in creativity.
• We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed.
• We currently have over 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.

Key Responsibilities:

• Executive Support

• Provide strategic administrative support to executive leadership
• Manage complex calendars, coordinate meetings, and arrange travel logistics
• Prepare reports, dashboards, and data analysis using Microsoft Excel
• Draft, edit, and refine correspondence, reports, and presentations using Microsoft Word
• Develop polished materials for meetings, proposals, and leadership events
• Safeguard confidential and sensitive information
• Track project action items and ensure timely follow-up
• Serve as a key administrative liaison to Project Managers and Project Directors
• Interface with clients and trade partners on behalf of senior leadership when needed, in a professional, collegial fashion
• Monitor client accounts, support preparation and transmittal of invoices and billing statements, monitor status of receivables and subconsultant/supplier invoices

• Marketing & Proposal Coordination

• Coordinate marketing activities
• Partner with pursuit managers to maintain and update the opportunity tracking system
• Collaborate with engineers and technical staff to develop compliant and compelling proposal content
• Contribute to copywriting and editorial review of marketing materials
• Maintain and update project descriptions and firm qualifications
• Format and tailor resumes for proposal submissions

• HR & Recruiting Support

• • Coordinate interview scheduling and candidate communications
  • Facilitate onboarding logistics, including IT coordination and supervisor scheduling
  • Maintain discretion when managing sensitive personnel information

• Operations Support

• • Lead planning and coordination of office events and team activities
  • Manage venue selection, vendor communication, budgets, and guest lists
  • Oversee catering arrangements for meetings and events
  • Coordinate travel arrangements for staff and visitors
  • Manage content postings for Hazen’s internal media platform

• Document Control

• • Administer project contract files and maintain organized records
  • Format and standardize documents to align with company branding and quality standards
  • Perform QA/QC reviews and technical editing of documents
  • Coordinate printing, binding, and final production of deliverables

Qualifications & Skills:

• Minimum of five years of experience supporting senior leadership in an executive or high-level administrative role
• Proven ability to manage confidential and sensitive information with integrity
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft PowerPoint, Excel, and Word
• Strong organizational, prioritization, and time management abilities
• High attention to detail with a refined eye for layout and design
• Ability to manage competing priorities in a fast-paced environment
• Self-directed, dependable, and solutions-oriented
• Experience in a professional services firm preferred, engineering industry experience a plus
• Bachelor’s degree preferred but not required
• Notary or ability to obtain an Arizona notary license within three months of hire

What We Offer:

• Comprehensive health benefits (medical, dental, vision, and prescription plans)
• Pre-tax flexible spending plans for medical, dependent care, and transportation
• Short and long-term disability, and employer paid life insurance
• Paid holidays, floating holidays, and paid time off (PTO)
• Employer-contributed 401(k) plan and additional financial planning support
• Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships
• Starting pay range for this position depends on skills, experience, education and geographical location