Administrative Assistant

Job Description

Job Description

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 grants
• Understanding 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-through
• Adaptability across two distinct work contexts
• Initiative and sound judgment with limited supervision
• Clear, professional communication
• Reliability and confidentiality